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Checking someone in records that they arrived, what they came for and who they are seeing. Checking them out closes the visit and lets you issue a visit record they can keep. The check-in card sits on the client chart’s Overview. Until someone is checked in it reads Not checked in — “Check the client in for their visit” — with a Check in button beside it.

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Check someone in

1

Open the Check In Patient sheet

Select Check in. The sheet opens with the current time already chosen.
2

Confirm the arrival time

Under Check-in time, change it if they arrived earlier than you got to the screen. This is the time the visit is recorded against.
3

Attach the appointment, if there is one

Choose it under Appointment (optional). Leave it on No appointment for a walk-in.
4

Say what the visit is for

Visit items — services, labs, custom takes a service, a lab test, or a custom label typed in yourself. Add as many as the visit needs.
5

Assign the visit

Pick the clinician or team member under Assign to, or leave it on Unassigned and assign later. Enter a Location / room if you track rooms.
6

Enter the reason for visit

Free text in Reason for visit — the placeholder suggests “e.g. Follow-up” — plus anything the care team should know under Notes (optional).
7

Select Check in

The card on Overview turns green and reads Checked in, with the arrival time, the assigned staff member and the room.
The sheet refuses to save an empty visit: Add a reason, appointment, or at least one item. A check-in with none of the three tells the clinician nothing, so at least one is required.

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After the check-in

Select View on the card to reopen the visit. From there you can:
  • Edit — change the items, assignment, room or reason, then Save changes. The toast reads Check-in updated.
  • Check out — close the visit. Check out is also on the card itself, so a routine departure takes one select.
  • Cancel check-in — remove a visit recorded in error. The toast reads Check-in cancelled.
Past visits stay on the chart’s History tab, and selecting one reopens the same sheet.

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Issue the visit record

The reopened visit has Download PDF and Email patient. Emailing confirms with Visit record sent.

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Check it worked

  • The card on Overview reads Checked in with a live dot, and shows the time, the assigned staff member and the room.
  • After checking out, the card returns to Not checked in and the visit is on the History tab.
  • Email patient reports Visit record sent.

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If something goes wrong

The chart is still loading the client record. That is deliberate — a check-in recorded before the chart knows whose it is would be attached to nobody. Give it a moment; if it never enables, reopen the chart from Clients.
You have no reason, no appointment and no visit item. Add any one of the three.
The visit is stamped with the time under Check-in time, not the time you saved. Reopen the visit, select Edit and correct it.
Check them back in. There is no confirmation on check-out precisely because it is reversible this way.
Outbound email is switched off for that workspace. Use Download PDF and send it yourself, and see Notification settings.