Virtual check-in and check-out — faster, friendlier, fully managed.
Replace your overwhelmed front desk with dedicated bilingual virtual agents who greet patients, verify insurance, collect copays, update records, and close every encounter — done virtually, with real human care, and at a fraction of what in-house staff costs.
Is your front desk leaving you stranded?
Check-in is the first moment every patient judges your practice on. Late starts, lunch gaps, busy hours, and weekends should not cost you patients.
Staff Overwhelm at Peak Hours
One front desk agent handling phones, walk-ins, insurance queries, and copay collection simultaneously — delays, errors, and burnout guaranteed.
High Turnover, Constant Retraining
Front desk roles see 30%+ annual turnover. Every departure costs $4,000–$8,000 and disrupts care quality for weeks.
Insurance Verification Errors
Coverage not checked until after the visit — generating patient billing surprises and downstream claims rejections that delay payment by 30–60 days.
Language Barriers Left Unresolved
Spanish-speaking patients navigating check-in without bilingual support — reducing accuracy, increasing anxiety, and damaging your reputation.
How your patient experience changes with TMS
A complete, standardized check-in and check-out process executed without variation by your dedicated TMS agent.
Pre-Visit Reminder
Appointment reminder (SMS/call/email) sent 48h and 2h before. Confirms attendance, flags cancellations early, and reduces no-show rates.
Insurance Verification
Real-time eligibility check before every appointment. Active coverage confirmed, co-pay/deductible noted, issues resolved before the patient arrives.
Intake Form Collection
Agent contacts patient to complete demographics, consent forms, and health history electronically — so arrival takes under 60 seconds.
Arrival Check-In
Patient greeted virtually via tablet or phone. Agent confirms arrival in the EHR, notifies clinical staff, and manages the waiting queue.
Checkout & Payment
Copay/balance collected, follow-up scheduled, referrals sent, and encounter closed in the EHR — all before the patient leaves the building.
Post-Visit Follow-Up
Satisfaction check-in, care gap reminders, refill alerts, and review prompts — driving retention and your online reputation simultaneously.
Everything your front desk does — done virtually, with human care
Your dedicated TMS agent operates inside your EHR, follows your exact workflows, and represents your practice as if they were sitting in your building. Real people. Real care. Done remotely.
Bilingual Patient Communication
Every agent fluent in English and Spanish. Language-matched check-in reduces errors, patient anxiety, and miscommunication — dramatically improving satisfaction scores for your Spanish-speaking patients.
Real-Time Insurance Verification
Eligibility and benefits checked live before every appointment. No billing surprises. No post-visit rejection from coverage gaps discovered too late.
Digital Intake & Consent Forms
Patients complete demographics, health history, and consent forms electronically before arrival. Agent monitors completion and follows up on outstanding items.
Copay Collection & Balance Follow-Up
Outstanding balances surfaced at check-in and collected before the patient leaves. Payment processed via your PMS — dramatically reducing patient-responsibility AR.
Follow-Up Scheduling & Referrals
Next appointment booked and referral sent before the encounter closes. Care continuity protected and your schedule filled — without any effort from clinical staff.
Daily Performance Reporting
Check-in volume, verification accuracy, copay collection rate, and no-show rate tracked daily and reported weekly. Complete visibility into every metric that matters.
Your complete virtual front desk team
Every role is HIPAA-certified, EHR-trained, and operating in your timezone from day one.
Discuss your virtual team needsWorks inside your EHR — no new systems required
TMS agents receive role-based access to your existing EHR and practice management system. No migration, no new portal, no workflow disruption.
Not on this list? We support most platforms. Ask us in your consultation →
Common questions about virtual check-in / out
Patients are greeted via a tablet or screen at arrival, or by phone/video if checking in remotely. The TMS agent verifies identity, confirms insurance, collects outstanding paperwork, and updates the EHR in real time — then notifies clinical staff the patient is ready. The entire interaction takes 2–4 minutes on average.
Yes. At check-out the agent calculates the patient responsibility, processes payment via your PMS using the card on file or a new card, schedules the next appointment, sends referral orders, and closes the encounter in the EHR — all before the patient leaves.
TMS agents are trained as administrative support staff and do not provide clinical advice. Any clinical question is immediately escalated to the appropriate clinical staff member following the escalation protocol defined during onboarding. Agents are trained to err strongly on the side of escalation.
Yes. All agent actions — eligibility checks, form collection, payment processing, scheduling — are logged in your EHR as standard patient communications. For phone interactions, recordings are available with appropriate state-law consent disclosures. Full audit trails are maintained.
Average go-live for Virtual Check-In / Out is 10–14 business days from contract signing — covering agent assignment, EHR access setup, protocol documentation, and a parallel testing period before full handover.
Ready to build a better front desk for less?
Join 200+ healthcare organizations that have upgraded their front desk operations with TMS — getting better coverage, happier patients, and a team that never calls in sick, at 1/3 of the cost of in-house staff.