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Solution · Operations & qualityThe patient checks in on a tablet in two minutes. Reception retypes not a single field, and the treatment room knows the paperwork is complete
Clinic reception on a tablet
A tablet at reception replaces the clipboard. The patient enters her phone number or scans the code from her SMS, confirms the details the clinic already holds, corrects what has changed, and reads and signs the consents set for today’s visit. A robot saves the details to the clinic system and the signed consents to the record, and lets the treatment room know in Teams. Reception deals with people, not retyping.
Executive summary
At every visit clinic reception collects details, consents and answers on paper, then retypes them into the system between phone calls, with errors that surface when an SMS fails to arrive.
A tablet app checks the patient in, shows her details to confirm and today’s consents with an on-screen signature, and a robot saves everything to the system and the record and notifies the treatment room.
Reception recovers dozens of hours a month, visits start on time, the patient enters her own details instead of someone deciphering her handwriting; marketing consents kept separate and voluntary.
a tablet in a stand with a Power Apps app; the day’s visit list from the clinic system; the clinic’s consent templates; signed PDFs in the record; visit status in Microsoft Teams
Business problem
The patient spends five minutes with a pen, and reception another three with a keyboard. At every visit
Every visit to an aesthetic clinic begins with paperwork. A new patient fills in personal details, the data processing notice and consents. A regular patient confirms nothing has changed and signs the consents for today’s treatment. All on a clipboard, with a pen, in the waiting room.
Then the second half of the work begins. Reception retypes the details into the clinic system, scans the consents or files them in a binder and checks everything is signed. It does this between phone calls, payments and the next patient at the desk, so some of it reaches the system an hour later and some with errors: a digit in a phone number, a typo in an email address.
Those errors do not hurt at once. They hurt a week later, when the follow-up reminder SMS fails to arrive and the patient does not come. They hurt in the treatment room too, when a visit starts five minutes late because one signature is missing and the doctor waits.
The tablet is not a gadget here. It is a way to have the details entered by the person who knows them, the patient, and consents signed under wording the clinic agreed once. Reception goes back to what it does best: talking to people.
How it works today
Below is what the work looks like before anything is automated.
- PersonThe patient gets a clipboard with a form and a pen
- Risk of errorDetails, consents and answers filled in by hand in the waiting room
- WaitingReception retypes everything between phone calls
- Risk of errorAn illegible phone number or email enters the system with an error
- WaitingThe treatment room waits for the paperwork to be complete
- Risk of errorPaper consents go into a binder
Why the current process costs more than it appears
The bill that never shows up in a budget.
- How many minutes per visit does reception spend retyping forms and sorting consents?
- How many SMS and email reminders failed to arrive last month because of wrong contact details?
- How often does a visit start late because a signature or a form is missing?
- Where are the signed consents today, and how long does it take to find one from a year ago?
Cost of inaction
The model assumes about 150 new patients a month with full registration and about 450 visits by regular patients with a details check and consents, 3 minutes of reception work per visit on average and a fully loaded reception hour of 28 €. You will know your own number by timing for a week from handing over the clipboard to closing the visit in the system.
The third line has no amount, but every wrong phone number is a reminder that will not arrive and a visit that may not happen.
A model organisation with realistic proportions – the numbers exist so you can run the same maths on your own data; they are not a client result.
An aesthetic clinic: 3 treatment rooms, 5 doctors and cosmetologists, about 600 treatment visits a month including some 150 new patients, one person at reception at peak times, Microsoft 365, a clinic system.
Tuesday, 9:52: a patient arrives for a 10:00 visit. On the tablet at reception she enters her phone number; the app finds today’s visit and greets her by name.
The app shows her details from the system to confirm. She corrects her email address, which has changed. Then she reads the consents the clinic set for today’s visit and signs them with a finger on the screen. Marketing consents are separate, optional and unticked.
She completed the pre-treatment questionnaire at home the day before, so the tablet only asks whether anything has changed since. Nothing has.
9:56: the robot saves the new email in the clinic system and the signed consents as a PDF in the record, and the treatment room sees in Teams: patient arrived, paperwork complete. The treatment consent, which under the clinic’s procedure is signed after the conversation with the doctor, she will sign in the treatment room.
The visit starts at 10:00. In the modelled year reception recovers about 8 000 € of time and the treatment rooms about 100 hours. These are model figures, not the clinic’s records.
Proposed solution
A Power Apps app runs on a tablet in a stand at reception. The patient checks in with her phone number or the code from her visit confirmation SMS. A regular patient sees her details from the system and simply confirms or corrects them; a new one completes a short registration form with the data processing notice. Large type, simple questions, and reception can always help or hand over paper if someone prefers.
Consents follow today’s visit: the app knows which treatment is planned and shows the consent templates the clinic has assigned to it. The patient reads and signs on screen. Marketing consents are separate, voluntary and unticked by default, kept apart from consents related to care. Consents that under the clinic’s procedure are signed after the conversation with the doctor are shown on the tablet in the treatment room, not at reception; a signature does not replace the conversation.
A UiPath robot does the rest. It saves changed details in the clinic system, the signed consents as a PDF in the patient record, sends the patient a copy if she wishes and sets the visit status. The treatment room sees in Teams that the patient has arrived with complete paperwork, and if anything is missing, reception knows before the patient walks in.
Power Apps as the reception app on an ordinary tablet; UiPath Orchestrator for saving details, archiving consents and statuses with an audit trail; UiPath Integration Service connectors to SharePoint, Teams and Outlook 365
Check-in by phone number or code, confirming details instead of filling them in, consents matched to today’s visit with an on-screen signature, separate marketing consents and a visit status for the treatment room
The clinic system with the visit list and patient details via export or API; a tablet in a stand bought by the clinic; consent templates prepared by the clinic
How the automated process works
- PersonThe patient checks in on the tablet with her phone number or SMS code
- AutomationThe app shows her details to confirm and today’s consents
- PersonThe patient confirms and signs on screen; reception helps if needed
- AutomationThe robot saves the details to the system and the consents as a PDF in the record
- AutomationThe treatment room sees in Teams: patient arrived, paperwork complete
- SystemThe visit starts on time; reception retypes nothing
Human-in-the-loop model
Automation handles
- Check-in, finding the visit and matching consents to today’s treatment
- Saving details to the system and consents to the record, copies for patients
- Visit status for the treatment room and a gap signal for reception
People decide
- Consent wording and assignment to treatments: set by the clinic
- The conversation about the treatment, risks and contraindications: the doctor alone
- Helping patients at the tablet and paper for those who prefer it: reception
Before and after
Systems and integrations
The stack is short on purpose: one engine, one execution layer, one place where a person decides.
Inputs
- the day’s visit list from the clinic system
- patient details the clinic already holds
- consent templates assigned to treatments
- pre-treatment questionnaire statuses
Automation layer
- UiPath Orchestrator
- UiPath Robots
- UiPath Integration Service
- UiPath Action Center
Target systems
- details updated in the clinic system
- signed consents as PDFs in patient records
- visit status and missing documents in Teams
Human touchpoints: reception helps patients who need it; the clinic sets consent templates and their assignment to treatments once; a monthly look at check-in statistics
Technologies used
check-in, details, consents and signature on an ordinary tablet’s screen
Asaving to the clinic system, consents in the record, statuses, an audit trail
Athe consent archive, notices for treatment rooms, copies for patients
Athe day’s visit list and saving details via export or API
Bstandard consumer hardware bought by the clinic; no dedicated kiosk units
BIllustrative economic model
Numbers you can check against your own data.
The model assumes 600 visits a month and the cautious assumption that 20% of today’s reception paperwork remains, because some patients need help. Treatment-room hours are not converted into euros, since their value depends on what you fill them with. Put your own figures into the calculator beside.
Run the maths on your data
An illustrative estimate based on your inputs. It models freed capacity, not promised savings.
Business benefits
- Reception retypes no details or consents
- The patient enters her own details, so contacts are correct and reminders arrive
- Consents matched to today’s visit, signed and saved in the record
- The treatment room knows before she walks in that the paperwork is complete
- Marketing consents kept separate, voluntary and clear
The management view
- The first two minutes in the clinic show the patient she is dealing with a modern, well-run brand
- A reception with time to talk sells packages and books next visits instead of retyping
- The same tablet and app will serve further needs: the questionnaire, reviews, deposit payments
Board-level KPIs
tablet check-ins against all visits · time from arrival to ready for treatment · visits with complete paperwork before entering the room · wrong contacts in the system · reception minutes on paperwork per visit
Security and governance
The automation has exactly the permissions it needs. Not one more.
- The tablet shows only the details of the patient who checked in and clears the screen after each person
- Marketing consents are separate, voluntary and unticked by default
- Signed consents go into the record; nothing stays on the tablet
- Every check-in, change of details and signature has an audit trail
- Data stays in your Microsoft 365 tenant; the robots run in the EU region of UiPath Automation Cloud
Why now
Every visit with a clipboard is three minutes of reception time you will not get back.
Patients of premium clinics expect service like a hotel, not an office.
A quick-win deployment takes weeks and works from the first patient checked in after go-live.
Relevant executive roles
A reception with time for people, visits starting on time, records in order
No more retyping or chasing signatures, more time to talk
Two minutes at a tablet instead of five with a pen, details entered once
Common questions and objections
The app has large type and simple questions, and reception can always help or hand over paper. Paper stays as an option, not the rule; most patients choose the tablet after their first visit.
The clinic decides on the form of consents and which are signed at reception and which in the treatment room after the conversation with the doctor. The app implements that procedure; it does not replace the doctor’s conversation with the patient.
Yes. If the patient did not complete the questionnaire at home, she can do it on the tablet at reception, and the answers reach the doctor before the visit. If she did, the tablet only asks whether anything has changed.
When this is not the right solution
- A clinic with a few visits a day: reception copes without a tablet
- A clinic system without export or API: data access first
- Expecting the tablet to replace reception: it replaces retyping, not people
A question for the next management meeting
How many minutes per visit does your reception spend today retyping what the patient wrote with a pen?
Implementation approach
Scope without ambiguity, before anything is signed.
We deliver
- A Power Apps reception app on a tablet, with your logo and colours
- Check-in by phone number or code, details confirmation and new patient registration
- Consents matched to the visit with an on-screen signature, and separate marketing consents
- Details saved to the system, consents to the record and visit status in Teams
- A handbook for reception and two weeks of assistance after go-live
We need from you
- A tablet in a stand at reception, if you do not have one yet
- Access to the visit list and patient details in the clinic system
- Consent templates and their assignment to treatments, set by the clinic
Stages
Discovery
Today’s forms, consents and paperwork flow at reception; half a day at the clinic
Content
The form, consent templates, assignment to treatments, marketing consents
Build
The tablet app, saving to the system, the consent archive, statuses in Teams
Parallel run
Two weeks with tablet and paper side by side; we collect reception’s feedback
Go-live
The tablet as the default path; a statistics review after a month
A quick win. Tidying up consent templates and their assignment to treatments takes the most work; after that every new treatment gets its consents in minutes.
The patient checks in within two minutes. Reception retypes not a single field. The treatment room knows the paperwork is complete before she walks in.
Time for a week from handing over the clipboard to closing the visit in the system. Send us the result with your forms and consent templates; we will send back a tablet reception design and the arithmetic of the time recovered.
Count reception’s retyping minutesThe neighbouring process usually has the same problem
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See the solution Legal & complianceBefore-and-after photos in the record, not on a phonePatient photos sit in a phone gallery next to holidays and shopping. Whose phone is a separate question.
See the solutionIndustries where we deploy this most oftenAesthetic medicineSmall business & services