The 10 Best Patient Check In System & Software Solutions of 2025

The single biggest opportunity to reduce staff workload and improve patient satisfaction lies in the first five minutes of a patient's visit. A modern patient check in system is a powerful software platform that automates the entire patient arrival and intake process, transforming a traditionally slow and error-prone workflow into a fast, seamless digital experience. By eliminating clipboards, manual data entry, and front-desk bottlenecks, these systems are essential for any medical practice looking to thrive in 2025.

But with dozens of options on the market, choosing the right patient check in software can be overwhelming. The best solution for a large hospital system is often different from the needs of a small independent practice or a specialized clinic. To help you navigate this critical decision, we’ve researched, reviewed, and ranked the top 10 patient check-in systems available today. We evaluated them based on their core features, user experience, integration capabilities, and overall value, with a clear winner emerging for its comprehensive, all-in-one approach.

Top 10 Patient Check In Software Solutions for Modern Clinics

1. Curogram: Best Overall Patient Engagement & Check-In System

Curogram stands out from the competition by being far more than just a check-in tool; it’s a complete patient engagement and communication platform. While its check-in features are best-in-class, its true power lies in its ability to manage the entire patient journey through a single, easy-to-use interface that prioritizes two-way communication. This makes it the undisputed top choice for practices seeking a comprehensive, all-in-one patient check in system.

The platform is built around a universal inbox that consolidates all patient communications—including secure two-way SMS texting, appointment reminders, and broadcast messages. The digital check-in process is seamless. Patients receive a link via text, allowing them to complete all forms, upload insurance cards, and make payments from their own phone before they even arrive. This pre-visit workflow dramatically reduces waiting room time and eliminates nearly all manual data entry for staff.

Key Features:

• Two-Way SMS Texting: Communicate with patients in real-time using your existing office phone number for unmatched convenience and accessibility.
• Fully Digital Patient Intake: Customizable, mobile-friendly forms that write back directly to your EHR/PMS.
• Integrated Telemedicine: A HIPAA-compliant telemedicine solution is built directly into the platform.
• Automated Appointment Reminders: Drastically reduce no-shows with intelligent, interactive reminders.
• Online Scheduling & Smart Booking: Allow patients to book their own appointments based on your customized rules.

Why it’s #1: Curogram is the best patient check in software because it solves the biggest problems in a practice—communication and workflow inefficiency—with a single, elegant solution. It replaces the need for multiple single-purpose vendors (one for reminders, one for forms, one for telemedicine) with one platform that does it all, delivering an exceptional return on investment and a superior experience for both patients and staff.

2. Phreesia: Best for Large Hospitals and Health Systems

Phreesia is a giant in the patient intake space and is widely recognized as a market leader, particularly among enterprise-level clients like large multi-specialty groups and hospital systems. Its platform is incredibly robust, with a heavy focus on automating the financial aspects of a patient’s visit.

Phreesia’s core strength is its powerful rules-based engine for insurance verification and payment collection. It can automatically check eligibility, estimate patient responsibility, and prompt for payment at the time of check-in, whether on a mobile device or one of their proprietary PhreesiaPads. This focus on the revenue cycle makes it a powerful tool for organizations looking to optimize financial performance.

Key Features:

• Robust, real-time insurance verification.
• Upfront collection of copays and outstanding balances.
• Clinically specific intake questionnaires.
• Appointment scheduling and management.

Best For: Large health systems and hospitals that need a powerful, scalable intake solution with deep revenue cycle management capabilities.

3. SimplePractice: Best for Mental Health and Therapy Practices

SimplePractice has carved out a dominant niche by creating an all-in-one practice management solution tailored specifically for therapists, psychologists, and other behavioral health practitioners. While it serves a broader wellness market, its feature set is perfect for solo and small group therapy practices.

The patient check in system within SimplePractice is part of a larger, integrated workflow that includes scheduling, billing, and a secure client portal. Therapists can send new clients a link to the portal where they can fill out intake forms, consent documents, and enter payment information before their first session. It’s incredibly streamlined for the specific needs of mental health professionals.

Key Features:

• Paperless intakes designed for therapy practices.
• Integrated telehealth platform.
• Easy billing, invoicing, and AutoPay features.
• Secure client portal for messaging and document sharing.

Best For: Solo and small group practices in the mental health and wellness fields.

4. athenahealth: Best for Practices Needing a Fully Integrated EHR

athenahealth is one of the largest EHR providers in the country, and its patient check in software capabilities are a core component of its athenaCollector and athenaClinicals suites. For practices already using or considering the athenahealth ecosystem, its check-in tools offer the tightest possible integration.

Patients can pre-register through a patient portal, and the athenahealth platform offers kiosk-based check-in at the clinic. Because it's part of the same system that manages scheduling, billing, and the clinical record, data flows seamlessly throughout the patient journey without the need for complex third-party integrations.

Key Features:

• Native integration with athenahealth EHR and PM systems.
• Rules-based clinical intake to capture structured data.
• Mobile and kiosk check-in options.
• Automated insurance verification.

Best For: Medical practices of all sizes that are committed to the athenahealth ecosystem and prioritize native integration above all else.

5. Mend: Best for Telehealth-Focused Practices

Mend is a patient engagement and telehealth platform that builds its intake and check-in process around the unique needs of virtual care. While it serves in-person clinics as well, its digital-first approach makes it a strong contender for practices with a significant telehealth component.

Mend’s workflow is designed to ensure the patient is fully prepared for their virtual visit. The system automates reminders and provides patients with a simple, one-click link to join their session. Before connecting, it guides them through a process of completing digital forms, verifying information, and making payments, ensuring the provider has everything they need for an efficient virtual consultation.

Key Features:

• Advanced telehealth and virtual visit technology.
• Digital forms and patient intake tailored for virtual care.
• AI-powered predictive analytics to reduce no-shows.
• Group video and patient self-scheduling.

Best For: Practices and organizations that have a "telehealth-first" or hybrid care delivery model.

6. Solutionreach: Best for Patient Relationship Management

Solutionreach has been a leader in patient relationship management (PRM) for years. While its platform is broad, its patient intake and check-in features are a core part of its mission to manage the entire patient journey.

The system focuses on clear communication, sending automated appointment reminders that allow patients to confirm and begin the check-in process directly from a text or email. It pushes digital forms to patients ahead of time, which are then synced back to the practice’s PM/EHR system. Solutionreach also excels at post-visit communication, like surveys and recall reminders.

Key Features:

• Strong focus on patient communications (reminders, recalls, newsletters).
• Mobile-first digital intake forms.
• Automated post-visit surveys to gather feedback.
• Reputation management tools.

Best For: Practices that want to pair their check-in process with a robust, long-term patient communication and retention strategy.

7. Tebra (formerly Kareo): Best for Independent Practices

Tebra is the new company formed by the merger of Kareo and PatientPop. Kareo was well-known for its clinical and financial software for independent practices, while PatientPop focused on practice growth and marketing. Tebra combines these into a single platform, and its patient check in system is part of this "all-in-one" offering.

The check-in solution allows for digital intake and online registration, designed to be easy to use for smaller practices without dedicated IT teams. It integrates directly with the Kareo Clinical EHR and Kareo Billing modules, creating a unified workflow from patient acquisition to payment posting.

Key Features:

• Full practice management suite for independent clinics.
• Digital registration and paperless intake.
• Integrated online scheduling.
• Tools for practice marketing and reputation management.

Best For: Small to medium-sized independent practices looking for a single vendor to handle their clinical, financial, and marketing needs.

8. AdvancedMD: Best for High-Volume Specialty Clinics

AdvancedMD offers a comprehensive, cloud-based suite of software for physicians, with strong offerings for high-volume specialty practices. Its patient intake and check-in solution is designed for speed and efficiency to keep busy clinics on schedule.

The platform offers customizable intake forms that can be tailored to the specific needs of different medical specialties. Patients can complete these forms online ahead of time. For in-office check-in, the system supports both staff-driven and kiosk-based workflows, all of which are fully integrated with the AdvancedMD EHR and practice management software.

Key Features:

• Highly customizable forms for medical specialties.
• Front office dashboard for managing patient flow.
• Integrated payment processing.
• All-in-one suite with EHR, PM, and billing.

Best For: Independent specialty practices (e.g., orthopedics, cardiology, dermatology) that need a robust, unified software suite.

9. DrChrono: Best Mobile-First EHR & Check-In

DrChrono was one of the first EHRs built from the ground up for the Apple iPad and iPhone, and this mobile-first philosophy extends to its patient check in system. The platform is ideal for providers who want the flexibility to manage their practice from a tablet.

Patients can check in via an iPad kiosk in the waiting room or on their own iPhone. The platform allows for the customization of medical forms, and patients can sign consents directly on the screen. The seamless integration between the check-in app and the EHR app makes for a very modern, streamlined clinical experience.

Key Features:

• Native iOS application for iPad and iPhone.
• Customizable medical forms and consent signing.
• Kiosk mode for in-office check-in.
• Integrated EHR, practice management, and medical billing.

Best For: Tech-savvy providers and practices that prefer to operate primarily on mobile Apple devices.

10. Nextech: Best for Ophthalmology and Dermatology Practices

Nextech is another EHR and practice management vendor that focuses deeply on the needs of specific medical specialties, particularly ophthalmology, dermatology, and plastic surgery. Its patient intake solution is designed to handle the unique and complex data requirements of these fields.

The platform’s check-in features are integrated into its patient portal, allowing patients to update detailed clinical histories, sign specific consent forms (e.g., for surgical procedures), and review educational materials before their appointment. This specialty-specific approach ensures that all necessary data is captured efficiently.

Key Features:

• EHR and PM workflows tailored for ophthalmology and dermatology.
• Specialty-specific intake forms and consent management.
• Integrated patient portal.
• Tools for managing images and clinical drawings.

Best For: Specialty practices in ophthalmology, dermatology, and plastic surgery that require a highly tailored software solution.

How to Choose the Right Patient Check In Software for Your Practice

Simply picking a name from a list isn't enough. To find the best patient check in system for your unique needs, follow these critical steps:

1. Prioritize EHR/PMS Integration: Your new system is useless if it doesn't communicate flawlessly with your existing record-keeping software. This is the most important technical consideration.
2. Evaluate the Total Patient Experience: Put yourself in your patients' shoes. Is the process simple, intuitive, and mobile-friendly? A clunky interface will lead to low adoption and frustration. A great check-in process directly improves the [patient experience at your clinic].
3. Consider Your Staff's Workflow: The goal is to make your team's life easier. The software's admin dashboard should be easy to navigate, and customizing forms should not require a degree in computer science. Involve your front-desk manager in the demo process.
4. Verify Security and HIPAA Compliance: This is non-negotiable. Ensure any vendor you consider is fully HIPAA compliant and ask about their data security protocols, such as encryption. For more tips, read our guide on How to Improve Communication in Your Medical Practice.
5. Look Beyond Check-In: The best value comes from platforms that solve multiple problems at once. A system like Curogram that bundles check-in with two-way texting, reminders, and telemedicine provides far more utility than a simple digital forms tool.

Frequently Asked Questions (FAQ)