Setting Up and Using Patient Check-in

The Patient Check-in feature helps streamline the arrival process at your clinic by allowing patients to scan a QR code to check in. You can personalize the experience by uploading your clinic’s logo and adding custom instructions that patients will see after checking in.
 

Patient Check-in Set-up

Step 1: Add Your Clinic Logo

To display your clinic’s logo on the QR code signage:

1. Navigate to the main schedule view.
2. Click the gear icon (⚙️) in the top-right corner.
3. Select Patient Check-in from the dropdown menu.
   
4. Click Upload Logo and select your clinic’s image file.
   

Your logo will now appear above the QR code that patients scan to check in.
 

Step 2: Add Custom Instructions

You can include a brief message for patients after they check in — for example, to guide them on what to do next.

1. In the Check-in Instructions field, enter your message.
   

These instructions will be shown immediately after the patient completes check-in.
 

Step 3: Save and Print Your QR Signage

Once your logo and instructions are set:

1. Click Save Changes to confirm your updates.
2. Click Print QR Signage to generate a printable copy of your clinic’s QR code.
   

We recommend posting the signage in your clinic’s reception area so patients can easily check in on arrival.
 

Step 4: Review Patient-Friendly Appointment Names

To help patients better understand their appointments during check-in, ensure your appointment types have clear, patient-friendly names.

1. Go back to the gear icon (⚙️) in the schedule view.
2. Select Appointment Types.
   
3. Click the pencil icon (✏️) next to the appointment type you’d like to edit.
   
4. Use the Patient Friendly Name field to enter a simpler version of the appointment name. Example: “Prenatal Visit” could be updated to “Pregnancy Visit”.
   

5. Click Save Changes to apply the update.

You’re all set! 🎉

Your clinic can now start using the Patient Check-in feature to improve efficiency and create a smoother experience for patients.

Patient Check-in Steps 

Once you've completed the check-in setup, patients will be able to scan a QR code and enter their information to check in for their appointments.

Step 1: Scan the QR Code

Patients can use their smartphone camera to scan the QR code displayed.

• Open the camera app on their phone.
• Point the camera at the QR code so it appears within the frame.
• A notification will pop up with a link. Tap the link to begin the check-in process.

Step 2: Enter Email or Phone Number

• Patients will be prompted to enter either an email address or mobile phone number.

• After entering their contact information, they must tap Send Code.

• A verification code will be sent to their selected method (email or phone).
• Enter the received code and tap Confirm to continue.

Step 3: Verify Identity

Patients will be asked to verify their identity by entering either their:

• Ontario Health Card Number (HCN), or
• Date of Birth (DOB).

After entering the information, tap Check-In.
 

Check-In Results

• If a matching appointment is found within the next 2 hours: The patient will see a confirmation message, and the check-in will be complete.

• If no matching appointment is found within the next 2 hours: A message will appear stating that no appointment could be found.

Once the check-in is completed successfully, the appointment schedule will automatically update to reflect the patient’s check-in status as "Here". 

Did we miss something? Not to worry! Just email our support team at support@avaros.ca✌️