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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.

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What you’re looking at

Check-in happens from the client’s own chart — a solo or team practice has no separate front-desk board, so there is nothing to keep in sync. The card sits on the chart’s Overview tab and has two states: Check in opens a sheet titled Check In Patient, with the client’s name underneath. Reopening an existing visit with View opens the same sheet titled Patient Check-In, in read-only form: a Checked in or Checked out badge, “by” whoever recorded it, the In: and Out: times, the Visit items, and the buttons Edit, Check out, Download PDF, Email patient and Cancel check-in. Selecting Edit retitles it Edit Check-In and swaps the footer button to Save changes.

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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, not the time you saved.
3

Attach the appointment, if there is one

Choose it under Appointment (optional) — the field only appears when the client has appointments. Leave it on No appointment for a walk-in.
4

Say what the visit is for

Visit items — services, labs, custom has two pickers, + Add service and + Add lab test, and a free-text box (“Custom item…”) with its own Add button. 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.
6

Enter the reason and the room

Reason for visit is free text — the placeholder suggests “e.g. Follow-up”. Location / room (“e.g. Room 3”) is for practices that track rooms, and Notes (optional) takes “Anything the care team should know…”.
7

Select Check in

The toast names the client — … checked in — and the card on Overview turns green.
The sheet refuses to save an empty visit: Add a reason, appointment, or at least one item. Any one of the three satisfies it; a check-in with none of them tells the clinician nothing.

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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, where View check-in 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 and names the address it went to.

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Who can do this

Role decides whether the client’s chart opens. Nothing inside the check-in card is behind a separate permission. On Solo and Team the levers are the role somebody holds and the access tier you gave them — Basic and Billing cover their own clients only, Full client list and Entire practice cover everybody. There is no per-role navigation editor on these plans, and the Permissions sheet (“What they may do on the pages their role already opens”) carries only clinical-authority acts such as signing and countersigning, none of which apply here. Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted. The sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Hiding a module from somebody’s sidebar is a convenience, not a security boundary.
See Staff permissions.

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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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Common issues

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.
Add a reason, appointment, or at least one item. You have none of the three. Add any one.
The visit is stamped with the time under Check-in time, not the time you saved. Reopen the visit, select Edit and correct it.
That field only renders when the client has appointments on file. Without one, record the visit as a walk-in — the reason or a visit item is enough.
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, so nothing was sent. Use Download PDF and send it yourself, and see Notification settings.

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FAQ

No. Visit items describe what the visit is for; billing is raised separately on the Billing tab. See Invoices.
No. Leave Appointment (optional) on No appointment and the visit records as a walk-in. Attaching one links the two so the calendar and the chart agree.
Check out closes a visit that happened. Cancel check-in removes one that should never have been recorded. Use cancel only for mistakes — a client who arrived and left is checked out.
Not from one sheet. Each check-in belongs to one client’s chart, so a couple or a family is checked in one at a time.
The arrival and departure times, who they saw, the room, the reason and the visit items — a receipt of attendance, not a clinical note. Nothing you wrote in Notes (optional) or in a clinical note is on it.