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Be organized at your front desk to improve processes & increase revenue

Learn some strategies you can implement in your practice to stay organized at your front desk, increase revenue, optimize your workflows, and enhance the overall patient experience. 

Your front desk staff is the “face” of your medical practice. They are the first contact the patient will have with your business, so this first interaction must be smooth and pleasant for the patient. 

In this first contact with your patient, your front desk staff represents your company. Giving the best impression is key to keeping patients engaged and offering them an excellent patient experience. 

Sometimes practices overestimate the importance of being organized, especially at the front desk. This department must be highly organized to collect critical patient data, schedule appointments effectively, and improve patient payment collection.

Therefore, here are some strategies you should consider to maintain your front desk organized:  

1. Keep the reception and front desk areas clean and organized  

Optimize your workspace and make patients feel comfortable. Have your copy machine at the front desk to scan or copy important information. Set up a telephone headset to free up the receptionist’s hands to gather information quickly. 

2. Use front desk checklists & scripts  

Develop templates of these documents that you can follow once a patient comes to the practice. This can help you assist in multiple tasks to ensure they are completed. Train your front desk team to deliver a high-quality customer experience consistently. 

3. Arrive at the office well before the first scheduled appointment  

This might sound obvious, but your front office staff should be ready when the first patient arrives. This is also great for a morning huddle to discuss the upcoming day’s appointments, open slots, potential problems, and other brief daily topics. 

4. Preregister new patients  

Implement processes to capture the information you need ahead of time. Before the patient arrives at the practice, you should know what type of insurance coverage the patient has, if you are a participating provider in that plan and if your practice provides the services they need. 

5. Verify contact information  

Always verify the patient’s address, email address, employer, and insurance plan when checking in to ensure you have the necessary information. Ask the patient to provide this information. Don’t assume that everything is the same as before. Doing this can cause billing or reimbursement delays.  

6. Communicate your financial policy  

Ensure the patient understands the financial policy your office has. Review some essential items at a high level to help create awareness of certain aspects, such as cancellation or no-show policy and any associated fees. This will help you prepare the patients for future instances. 

Learn more about how to enhance your front desk workflows on our blog Improve your front desk processes with these best practices

At Health Prime, we understand that the front desk is one of the most critical roles in your medical practice. Indeed, they play a massive part in helping your patients understand their plans and enhance processes.  

Learn more about optimizing your front desk workflows and relieving your staff from administrative burdens. Feel free to reach us at Our team will set up a meeting to discuss how Health Prime can maximize your revenue by cutting costs, saving time, and collecting more! 

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