Best Patient Onboarding Platforms for Improving the Digital Front Door

The first impression a patient gets often comes down to paperwork and waiting. A patient onboarding platform changes that by shifting intake to a digital process that patients can complete before they arrive. It also gives staff accurate information from the start, cutting down on errors and back-and-forth. In this blog, we’ll look at the leading options and how they help practices improve their digital front door.

How a Patient Onboarding Platform Transforms the Intake Process

A patient onboarding platform moves the entire process online, allowing patients to complete their forms ahead of time. They no longer have to endure crowded waiting rooms or redo paperwork because of a mistake. Hence, patients report higher satisfaction rates as they take control of their onboarding themselves.

This efficiency also impacts your staff. Since the data goes straight into the system, your staff doesn’t have to re-enter the fields, saving them precious hours that can be spent on patient care. Not to mention fewer errors and delays at the front desk.

Some systems also confirm insurance details on the spot. That prevents claim denials later and saves staff hours spent chasing corrections.

And with everything digital, clinics spend less on paper and printers. The intake process becomes cleaner and faster without adding more work for staff.

10 Best Patient Onboarding Platforms for Healthcare Providers (2025)

These platforms stand out for their reliability, features, and ability to integrate with existing practice workflows. Each serves different practice sizes and specialties, from solo providers to large health systems.

1. TeleVox

Best For	Key Features	Pricing	Free Trial/Demo
Large health systems and practices seeking streamlined intake and patient engagement	SMART Agent AI, digital check-ins for intake forms, insurance verification, co-pay collectionn, seamless EHR integration	Contact for a quote	Demo available

TeleVox built their platform around automated patient conversations that handle everything from appointment scheduling to intake forms. Their SMART Agent feature lets patients interact with AI through text or phone calls to complete routine tasks without involving staff. This works particularly well for busy health systems that need to manage thousands of patient interactions daily.

Their platform supports an excellent digital check-in system. Patients receive secure links via text or email to complete forms, verify insurance, and pay copays or balances before their visit. It ensures all information is accurate and ready before patients arrive. Plus, all of this data flows directly into the practice management system through seamless EHR integration.

TeleVox designed their patient onboarding platform for organizations that need enterprise-level reliability and scale. The system handles complex scenarios like coordinating care between multiple providers or managing different intake requirements across specialty departments.

Their patient intake software works as part of a complete patient engagement system rather than just handling forms and check-ins.

2. Phreesia

Best For	Key Features	Pricing	Free Trial/Demo
Large practices needing multiple check-in options	Mobile intake, tablet kiosks, automated surveys, and insurance verification	Contact for a quote	Demo available

Phreesia is ideal for practices that care for patients with different levels of comfort using technology. Their platform allows patients to complete their intakes via mobile apps and self-service kiosks, reducing waiting times.

Additionally, Phreesia provides detailed analytics to help improve patient experience levels. You can get detailed reports about your wait times, completion rates, and patient preferences for the entire patient onboarding process.

3. Luma Health

Best For	Key Features	Pricing	Free Trial/Demo
Practices offering telehealth services	Digital intake forms, virtual waiting rooms, appointment scheduling, patient portal	Contact for a quote	Demo available

Luma Health handles both virtual and in-office appointments. Patients can fill out screening questionnaires, upload documents, and enter virtual waiting rooms all through the same portal. They are also sent automated reminders with links to fill out any last intake requirements prior to their visits.

4. NexHealth

Best For	Key Features	Pricing	Free Trial/Demo
Comprehensive patient experience management	Online booking, digital payments, messaging, review management, forms	Contact for a quote	Demo available

NexHealth goes beyond basic intake forms to manage the entire patient relationship. Your patients don’t need to learn multiple systems or create separate accounts for different functions because everything works through the same interface. This integrated approach results in higher patient satisfaction scores.

5. SimplePractice

Best For	Key Features	Pricing	Free Trial/Demo
Small to medium practices wanting affordable solutions	Client portal, telehealth, billing integration, mobile forms	$25-$50/month	30-day free trial

SimplePractice offers transparent monthly pricing that makes it accessible for smaller practices. The platform includes everything needed for patient intake, scheduling, and basic practice management.

Their mobile app lets patients complete their patient onboarding process from anywhere, access appointment schedules, and communicate with ongoing providers.

Mental health and wellness practices particularly like SimplePractice because it includes telehealth capabilities and secure messaging.

6. FlowForma

Best For	Key Features	Pricing	Free Trial/Demo
Healthcare workflow automation	Digital forms, approval workflows, compliance tracking, reporting	Starting at £1,722/month	7-day free trial

FlowForma stands out in automating onboarding processes and provides comprehensive workflow management beyond basic patient intake. The platform focuses on creating automated processes that reduce administrative overhead while maintaining compliance standards.

FlowForma differentiates itself through advanced workflow automation capabilities that extend beyond patient intake to encompass entire care processes. The platform helps healthcare organizations create standardized processes that improve consistency while reducing manual intervention requirements.

7. Relias

Best For	Key Features	Pricing	Free Trial/Demo
Staff onboarding and compliance training	Learning management, compliance tracking, workflow automation, and mobile access	Contact for a quote	Demo available

Relias is built for your healthcare workforce that works behind the scenes. That’s unlike traditional patient intake platforms.

Relias offers data-driven onboarding programs to help organizations improve their nurse readiness, reduce turnover, and strengthen compliance across departments. You get to ensure every team member is prepared to handle patient interactions and intake smoothly.

8. Tebra

Best For	Key Features	Pricing	Free Trial/Demo
Private practices wanting all-in-one solutions	Digital intake forms, EHR integration, scheduling, billing, and reputation management	Contact for a quote	Demo available

Tebra offers digital forms and easy check-in capabilities designed specifically for private practices. The platform combines EHR functionality with practice management tools, creating integrated workflows that handle patient intake alongside scheduling and billing operations. It also connects EHR, billing, scheduling, and reputation tools in one smart platform designed for patient care.

9. AdvancedMD

Best For	Key Features	Pricing	Free Trial/Demo
Multi-specialty practices needing robust EHR integration	Patient portal, mobile forms, appointment scheduling, billing integration, reporting	Contact for a quote	Demo available

AdvancedMD provides comprehensive practice management with strong patient intake software capabilities. The platform works particularly well for multi-specialty practices that need flexible intake processes for different types of appointments and providers. Patients can complete forms specific to their appointment type and provider specialty.

Most importantly, practices can get detailed reports to improve their patient onboarding. This is done by tracking various metrics like completion rates, spotting bottlenecks, and optimizing intake workflows based on actual usage data rather than guesswork.

10. FormStack

Best For	Key Features	Pricing	Free Trial/Demo
Organizations wanting customizable form workflows	HIPAA-compliant forms, document generation, e-signatures, workflow automation	Contact for a quote	14-day free trial

FormStack offers beautifully branded online forms that can be completed anywhere on any device, with HIPAA-compliant forms, documents, and eSignatures. The platform excels at creating custom workflows that route information automatically between departments and staff members.

FormStack differentiates itself through advanced form customization and workflow automation capabilities. You automatically generate personalized onboarding documents and deliver them to patients, while letting patients sign agreements and releases on their mobile devices. This makes the platform ideal for organizations with complex patient onboarding processes that require multiple approvals or document types.

How We Shortlisted These Patient Onboarding Platforms

We focused on the basics that make a patient onboarding process work in real practice settings:

• Easy to use. Staff and patients shouldn’t need long training sessions just to complete an intake.
• Works with your systems. The platform has to connect with EHRs, billing, and scheduling tools already in place.
• Protects patient data. HIPAA compliance is a must for any patient intake software.
• Grows with you. Whether you add new providers, open another location, or expand services, the software should keep up.
• Reliable support. When problems come up, you need a vendor that responds quickly and helps you keep operations moving.

Choosing the Right Patient Oboarding Platform for Different Healthcare Provider Needs

Not every patient intake software fits every practice. An enterprise facility has different needs than a solo clinic. Hence, the best way to choose a patient onboarding platform is to line up vendor strengths against your practice size, specialty, budget, and system requirements.

• Match the platform to your practice size. Small practices usually require one tool for intake, scheduling, and billing. Large groups might require more expansive options, such as multi-site support and more robust reporting.
• List your main needs. Your investment isn’t worth it if it doesn’t give you what you need. Decide if you need basics like digital forms or extras like patient portals and staff training modules.
• Be clear about your budget. Some vendors publish their prices, while others only share numbers after a sales call. Go in knowing what you can spend so you don’t waste time on the wrong options.
• Work with a vendor you can trust. Look at reviews, uptime history, and customer support. If other practices your size rely on it, that’s usually a good sign.
• Your new platform should integrate with existing systems. Make sure it connects smoothly with your EHR, scheduling, and billing software. If it doesn’t, staff will end up stuck doing extra work.

Ensure Seamless Patient Onboarding With TeleVox

First impressions matter. When patients try to schedule or complete intake, long wait times and back-and-forth calls can set the wrong tone. TeleVox closes that gap by making the patient onboarding process faster and more responsive from the very first touchpoint.

With our SMART Agent, patients can get answers, request forms, check on refills, or even ask about billing anytime they need it. It’s a virtual assistant trained on your own content, so responses are accurate and consistent, while handing off to staff whenever human support is the better fit.

We don’t stop just there. Our powerful eCheck-in tools send a secure link via text or email to let patients easily complete intake forms, verify insurance, get cost estimates, and pay copays before they arrive at your clinic.

And with SMART SMS, patients aren’t stuck with one-way alerts. Instead, they can reply, ask questions, and carry on a two-way conversation that feels natural and convenient.

Hence, your patients feel cared for before they ever walk in, and your staff stays focused on higher-value work. Want to see it in action? Schedule a demo and watch how TeleVox redefines intake at the digital front door.