PATIENT INTAKE

Take the headache out of patient intake

Don’t trade stacks of paper for paperless intake that creates more manual staff work. Make it easier for both patients and staff to get to appointment day with digital, bi-directional intake and next steps.
Get a demo
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Check insurance verification, eligibility,
and payments off the list.

Luma powers prep tasks before a visit and increases time-of-service payments.
Payments
Eligibility & Verification
“
It was a 360 degree change, not only for the staff but for patients
and physicians. Staff workflows are 10 times more efficient…
they're not printing out forms, they're not having to scan them
back in. And patients are loving it.”
Christina Flaherty Director of Project Management
seaview
287
Hours saved per month
with Luma intake
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Read the case study >
$1.5M
In revenue gained annually
With reduced bottlenecks
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Read the case study >
84%
Intake forms
completed pre-appointment
2-Sep-19-2024-11-20-56-8365-PM
Read the case study >
287
Hours saved per month
with Luma intake
image-3
Read the case study >
$1.5M
In revenue gained annually
With reduced bottlenecks
seaview-1
Read the case study >
84%
Intake forms
completed pre-appointment
2-Sep-19-2024-11-20-56-8365-PM
Read the case study >
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No ads. No selling patient data – ever.

We believe in helping patients, not profiting off of their data. We will never sell patients’ data or
bombard them with ads. If this sounds like table stakes, we agree. But don’t forget to read the
fine print.

Listen on NPR How we protect patient data

Simple for staff and patients

A quick checklist for staff showing what each patient needs to do – based on their appointment type and what’s already been done – makes pre-appointment prep painless. Patients get automated reminders and forms are EHR-integrated, so staff save time.

FOR STAFF

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Customized prep checklist
Goodbye, sticky notes. Staff have a customized checklist for each appointment type (for example, prep for colonoscopies), personalized based on what the patient has already completed.


Eligibility checks, insurance card uploads, balance payments, specific forms, acknowledgement of pre-appointment instructions, and more are checked off the patient’s list as they’re completed.

Automated & bi-directional with your EHR
Staff get hours of time back, with no need to track patient follow-ups and manually reach out. Instead, patients get automated reminders to complete their prep.

 

Completed forms are bi-directionally integrated with your EHR to prevent double-documentation.

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FOR PATIENTS

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Clear instructions and helpful next steps
Before appointment day, each patient gets the right forms for them (HIPAA, consents, clinical questionnaires, and more). They can complete paperwork and upload insurance from home.


At the clinic, helpful arrival instructions let them head right back to the visit room – with no waiting or clipboards required.

POWERED BY THE PLATFORM

Intake without dead ends

Whether a patient needs to ask a question, receive customized educational resources, or
reschedule an appointment, intake is just one part of the full patient journey. Keep patients on
track with intake that’s part of a comprehensive platform.

Referrals

Bring in new patients

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Actionable Reminders

Empower patients with next steps

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Scheduling

Let patients book from anywhere

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Patient Communications

Reach all your patients

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Payments

Take care of financials

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Recall

Bring patients back

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Fax Transform

Simplify back-office workflows
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Front Door

Welcome patients via Navigator or LumaBot
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Waitlist

Keep patients on the schedule
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Intake

Prep patients for care
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Eligibility

Check patient's coverages

Keep your EHR the source of truth

Bi-directional integration with discrete fields in the EHR keeps data where it belongs, without extra work for staff.

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What others are saying

11
minutes
saved per patient

“Luma has saved so much time. Our patients come in and have their forms already done.”

Kristine Poindexter

Director of Operations

st.paul eye clinic Learn more >
$1.5M
In revenue
gained annually

“Right away, our staff was able to spend more time with patients and less time on the phone... adding more staff for manual tasks wasn’t necessary anymore.”

Christina Flaherty

Director of Project Management

seaview orthopaedics Learn more >
76%
completed intake form
before patient visits

“The integration is one of the best features. Communication, intake, patient self-scheduling – Luma checked all the boxes.”

Emily Sweirski

Manager of Quality and Analytics

Dent Neurologic 2 (1) Learn more >
11
minutes
saved per patient

“Luma has saved so much time. Our patients come in and have their forms already done.”

Kristine Poindexter

Director of Operations

st.paul eye clinic Read the Case Study >
$1.5M
In revenue
gained annually

“Right away, our staff was able to spend more time with patients and less time on the phone... adding more staff for manual tasks wasn’t necessary anymore.”

Christina Flaherty

Director of Project Management

seaview orthopaedics Watch the webinar >
76%
completed intake form
before patient visits

“The integration is one of the best features. Communication, intake, patient self-scheduling – Luma checked all the boxes.”

Emily Sweirski

Manager of Quality and Analytics

Dent Neurologic 2 (1) Watch the video >

Calculate the value of saved staff time

Fill Empty Appointment Slots

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Increase revenue by using Luma to keep your schedules full (including last-minute cancellations).

Monthly Visit Volume
Average Value of a Visit ($)

Save Front-office Staff Time

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2082.png

Improve staff efficiency by automating administrative tasks with Luma.

Monthly Visit Volume
Hourly Labor Cost ($)

Enhance Call Center Efficiency

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2079.png

Reduce costs by empowering callers with Luma’s automated, AI-driven self-service options.

Monthly Call Volume
Hourly Labor Cost ($)

Reduced No-Shows

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2080.png

See how much your no-shows are costing you and how much Luma can reduce them.

Monthly Visit Volume
Current No-Show Rate (%)
Average Value of a Visit ($)

Increased Collections

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Improve revenue cycle efficiency by using Luma to automate payments.

Monthly Visits Owing a Copay
Average Copay ($)
Current Time-of-Service Copay Collection Rate (%)
Fill Empty Appointment Slots

Fill Empty Appointment Slotshttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2081.png

Increase revenue by using Luma to keep your schedules full (including last-minute cancellations).

Monthly Visit Volume
Average Value of a Visit ($)
Increased Collections

Increased Collectionshttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2078.png

Improve revenue cycle efficiency by using Luma to automate payments.

Monthly Visits Owing a Copay
Average Copay ($)
Current Time-of-Service Copay Collection Rate (%)
Enhance Call Center Efficiency

Enhance Call Center Efficiencyhttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2079.png

Reduce costs by empowering callers with Luma’s automated, AI-driven self-service options.

Monthly Call Volume
Hourly Labor Cost ($)
Save Front-office Staff Time

Save Front-office Staff Timehttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2082.png

Improve staff efficiency by automating administrative tasks with Luma.

Monthly Visit Volume
Hourly Labor Cost ($)
Reduced No-Shows

Reduced No-Showshttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2080.png

See how much your no-shows are costing you and how much Luma can reduce them.

Monthly Visit Volume
Current No-Show Rate (%)
Average Value of a Visit ($)

For every patient journey

 

Find a fit for every one of your unique patients.

 
Shalini, 29
Music teacher and new mom
Frame Philadelphia, PA
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Completes forms and uploads insurance for newborn checkup
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Asks staff a question about what to bring
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Heads straight to the visit room with baby Alya
Group 12971Intake
 

What sets Luma apart

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Install quickly and easily, at any point in your EHR lifecycle
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Configurable to support your most complex workflows
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Scale up, from wherever you start

Explore what’s possible with the Patient Success Platform™

Who we serve Build your demo

Frequently asked questions

What is patient intake?

Patient intake is the process of collecting a patient's information before their appointment. It includes things like medical history, consent forms, insurance details, and any necessary health questionnaires. With Luma's digital intake software, the process becomes paperless, and patients can complete everything ahead of time, making the experience smoother for both the patient and your staff.

Why is efficient patient intake so important?

When patient intake is streamlined, patients spend less time filling out paperwork and more time with their providers. For your staff, it reduces manual data entry, eliminates errors, and ensures that all necessary information is collected before the appointment. This leads to shorter wait times and better patient satisfaction. Plus, it helps keep your practice running smoothly and prevents delays or bottlenecks.

How does Luma's patient intake software fit into my current EHR system?

Luma integrates smoothly with your existing EHR, keeping everything in sync with no extra effort from your team. The bi-directional integration means all patient info goes right where it needs to—no manual data entry, no double documentation.

Is it easy for patients to use?

Absolutely. Luma's intake software is built with simplicity in mind. Patients can fill out forms from any device—at home or in the waiting room—and the instructions are clear, so there's no confusion.

How much time can my staff really save by using Luma?

We've seen practices save hundreds of hours each month by eliminating the need to handle paper forms, chase down missing information, and manually enter data.

Is Luma's intake software secure and HIPAA-compliant?

Yes, it's fully HIPAA-compliant. Patient data is safe with us—no ads, no data selling, ever. Everything is encrypted and secure, so your patients' information stays private and protected.

Can I customize the forms for different types of appointments?

You can tailor forms to specific appointment types, specialties, or patient needs. Luma gives you the flexibility to set things up exactly how you need them.

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