Patient Intake Software That Saves Time for Optometry Practices
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Updated 03/13/2026
Patient intake software helps optometry practices reduce front-desk paperwork, collect patient and insurance information before the visit, and speed up check-in for staff and patients.
RevIntake is RevolutionEHR’s patient intake and registration software, built to streamline digital forms, mobile intake, reminders, and patient data collection inside one connected optometry workflow.
In this guide:
- How digital patient intake works
- How mobile intake improves check-in
- How customizable intake forms reduce errors
- How RevIntake supports scheduling, reporting, and patient communication
- Why connected intake software saves staff time
What Is Patient Intake and Registration Software?
Patient intake and registration software helps practices collect patient details, insurance information, consent forms, medical history, and other pre-visit information digitally instead of relying on paper forms at the front desk.
For optometry practices, this kind of software can help:
- Reduce manual data entry
- Improve form completion before the visit
- Make check-in faster and more consistent
- Collect updated insurance and demographic information
- Give staff time back for higher-value tasks
RevIntake is designed to handle these steps inside the RevolutionEHR workflow, so your team can review patient information before the appointment instead of chasing paperwork after the patient arrives.
Patient Intake Process Overview
When patients schedule a visit, they receive a text or an email allowing them to complete their intake forms. This includes any new patient paperwork, updated insurance information, and consent forms. The forms are then automatically populated into the RevolutionEHR software, so your staff can review them before the patient arrives.
If you’re using RevIntake Premium, you will have access to an additional feature that allows for data flow into the patient record. This means that most information collected during the intake process will automatically populated into RevolutionEHR. This saves your staff even more time and ensures that all necessary information is collected for each patient.
Patient Experience
From the patient’s perspective, the entire process is seamless and easy to understand. The text or email contains a welcome message, appointment details, your office location, and a link to fill out their intake paperwork.
Following this link leads patients to all forms without the need to download an app. They can complete the forms at their convenience via a secure mobile site or full desktop site, and they’re automatically submitted securely to your practice.
Even if your patient ignores your communications or forgets to fill out their intake forms, you can connect a mobile device in the office to your RevolutionEHR system that allows patients to fill out the forms when they arrive for their appointment. This streamlines the check-in process, even if they have to do it onsite at the last minute.
Mobile Patient Intake Software for Faster Check-In
Patients want a simple way to complete forms before they arrive. Mobile patient intake software gives them a secure link by text or email so they can fill out forms on their phone, tablet, or desktop without downloading an app.
This helps optometry practices:
- Reduce front-desk bottlenecks
- Improve completion rates before the appointment
- Collect information more accurately
- Make the check-in process easier for new and returning patients
If a patient does not complete forms ahead of time, staff can still capture the information on-site using a connected device, which helps keep the intake process consistent.
Customizable Intake Forms
The patient experience is fully customizable by provider as well as appointment type to create a unique registration form. You can choose the look and feel of your forms, the questions asked, and how the data is collected.
RevIntake is dynamic enough to allow questionnaire customizations, so even if your practice is complex, every patient will receive a questionnaire tailored to their appointment type and specific need to be seen.
Scheduling
Survey after survey has found that patients prefer the convenience of online scheduling. RevolutionEHR includes a user-friendly scheduling tool that you can easily add to your website so patients can schedule their appointments at their convenience. This feature also allows you to collect your patients’ insurance information at the time of scheduling.
Offering your patients the convenience of online scheduling is a great way to attract new patients and meet the needs of those you already have. Offering this self-service option to patients will also reduce your staff’s administrative burden.
Dashboard
RevolutionEHR is also committed to a great provider experience. Your RevIntake dashboard will display a list of the patients your office expects to arrive each day, along with their appointment type, appointment time, contact number, and whether or not they completed the intake forms before their visit.
You can quickly and easily see which patients have yet to fill out their forms, and you’re given the option to re-send a reminder text or email directly from the RevIntake dashboard. This helps with patient data management and ensures that all patients are prepared for their appointments, saving you valuable time.
Reporting
The reporting section of the RevIntake dashboard lets you see metrics detailing the percentage of patients who open, complete, and resubmit these forms to you. This helps you identify any areas that may need improvement so you can optimize the patient intake process.
Seamless Connections
Integrating patient intake with EHR provides seamless connections to the entire system. Within the RevolutionEHR portal and contained in the patient record, the Interview History section will indicate the document source as RevIntake when you integrate the solution. This allows you to view all patient forms, review them before the encounter, and transfer any custom answers to their corresponding fields in the RevolutionEHR system.
Patient Surveys
In addition to collecting patient intake forms, RevIntake offers an optional patient survey feature. This allows you to collect post-visit patient feedback about their experience with your office, staff, and provider.
The surveys are highly customizable and can be tailored to fit the specific needs of your practice. You can choose the frequency at which surveys are sent, the type of questions asked, and how the data is collected.
This feedback is valuable in helping you improve the patient experience and identify any areas needing improvement.
Benefits of Patient Intake Software for Optometry Practices
For optometry practices, patient intake software does more than replace paper forms. It helps staff prepare for eye exams, collect updated insurance information, review patient history before the visit, and reduce delays at check-in.
With the right intake workflow, practices can:
- Save time during patient check-in
- Reduce incomplete forms and follow-up calls
- Collect insurance and consent information more efficiently
- Improve patient flow before exams
- Create a smoother front-desk experience for staff and patients
RevIntake helps optometry teams bring those steps into one connected process inside RevolutionEHR.
Frequently Asked Questions About RevIntake
Q: What is RevolutionEHR RevIntake?
A: RevIntake is an add-on feature for RevolutionEHR designed to make your life easier. It’s a patient intake tool that seamlessly integrates with your existing system, cutting down patient check-in time by about 15 minutes per patient per visit.
Q: How does RevIntake work?
A: When patients book an appointment, they’ll receive a text or email link to fill out their intake forms. Once completed, these forms automatically update in RevolutionEHR for your team to review.
Q: Is RevIntake secure?
A: As part of RevolutionEHR, RevIntake adheres to HIPAA privacy laws and includes SHA-256 encryption features to safeguard patient data against unauthorized access. This ensures secure transmission and storage of patient information.
Q: Can I customize the forms in RevIntake?
A: Yes! RevIntake offers flexible customization options. For example, you can design distinct forms for routine eye exams, contact lens fittings, or emergency visits, tailoring them to suit various appointment types and the specific needs of your patients.
Q: How does RevIntake save time?
A: RevIntake automates the entire patient intake process. It handles tasks like gathering patient information, medical history, and insurance details electronically, giving your staff more time to focus on delivering quality care and a smoother patient experience.
Q: Is RevIntake compatible with other EHR systems?
A: RevIntake is purpose-built for seamless integration with RevolutionEHR, guaranteeing smooth data sharing and efficient workflows within the system.
Q: Can patients use RevIntake on mobile devices?
A: Your patients can easily complete forms on their mobile devices through a secure mobile website. The platform is designed for a user-friendly experience, making the process quick and straightforward.
Q: What if a patient forgets to complete the intake forms?
A: RevIntake lets you send friendly reminder texts or emails from the dashboard. If patients forget, they can easily complete the forms on-site using a RevolutionEHR-connected device, ensuring a smooth check-in process.
Q: Does RevIntake support practices with multiple locations?
A: RevIntake is an ideal choice for practices with multiple locations. It seamlessly integrates with RevolutionEHR, efficiently managing data across various practice sites for consistency and ease of use.
Q: What is the cost of RevolutionEHR and RevIntake?
A: We offer subscription pricing based on the number of providers in your practice. We also offer add-on services like RevIntake, so you pay only for the features you use and none you don’t. To get the most accurate pricing information that aligns with your practice’s specific needs, we recommend scheduling a demo with a RevolutionEHR Specialist for a customized quote.
Q: Can I generate reports in RevIntake?
A: Yes. RevIntake’s dashboard has a dedicated reporting section that allows you to monitor essential metrics, such as form completion rates, providing valuable insights for your practice.
Q: Is training provided for using RevIntake?
A: RevolutionEHR provides thorough training and support through customer contact specialists, on-demand webinars, and training videos so your team can effectively use RevIntake to streamline patient intake and management.
Q: Does RevIntake handle insurance verification?
A: RevIntake aids in verifying insurance by securely collecting patient insurance information during intake. However, it doesn’t verify coverage on its own. You may need to pair with PracticePal through RevolutionEHR for complete insurance verification.
Q: Is there a trial period for RevIntake?
A: To obtain information about trial periods or demo options, contact RevolutionEHR for comprehensive details and support.
Q: How do I get started with RevIntake?
A: Once you’ve selected RevIntake, the RevolutionEHR team will provide step-by-step assistance in setting up your system. This includes customizing forms and providing comprehensive staff training to ensure a smooth start.
FAQs
What is RevolutionEHR's RevIntake?
How does RevIntake work?
Can patients use RevIntake on mobile devices?
Does RevIntake handle insurance verification?
Is there a trial period for RevIntake?
Backed by deep expertise in optometry and a commitment to the success of eye care practices, RevolutionEHR offers insights and perspectives designed to help providers streamline operations, enhance patient care, and thrive in a changing healthcare landscape.