Patient Flow

Solutions that optimize patient flow and satisfaction

Ultimate convenience for patients, powerful performance for providers

Improve arrivals

Reduce wait times

Increase satisfaction

Wait times are the No.1 driver of patient satisfaction

Wasted time and resources throughout the patient visit are an all-too-common occurrence. Without complete visibility, many easily solvable bottlenecks frustrate patients and drag reputation down.

Patients experiencing long wait times?

Staff communication an issue?

Can’t find your patients?

Staff spending too much time looking for patients?

Poor visibility affects the patient experience

When you don’t know where your patients are, your system becomes clogged with inefficiencies, and patient experience suffers.

  • Unless you can measure flow, you can’t manage it.
  • Without visibility, you can’t identify bottlenecks.
  • Frustrated staff can’t do their best work efficiently.
  • Poor communication and flow increase cycle time.
boy with binoculars

Optimize flow and elevate the patient experience

Measure, monitor and improve patient flow and staff communications with PatientTrak.


Improve flow even before the patient arrives. Offer online scheduling, show wait times on your website and get registrations completed online ahead of time.


Patient-driven arrivals increase staff efficiency. Digitize arrivals with mobile and QR codes, virtual waiting rooms and kiosk sign-ins.

Patient Visit

Locate and track patients from door to discharge. Monitor and improve patient flow, ensure efficient staff communications and streamline workflow.


Keep communicating with patients to improve outcomes. Send post-visit information, surveys, and medication reminders via text.

Woman at a doctors' with a child

Experts in patient flow

We are experts in patient flow and we fully understand the problems you are trying to solve. We admit we are geeks! Nothing excites us more than working with you to overcome these challenges and helping you succeed.

For more than 20 years now we’ve encountered every patient flow problem under the sun. We know where the roadblocks are and what holds healthcare organizations back. And we don’t just implement, we support you every step of the way.

Reducing wait times and improving experience is easy with the right tools

Patient Tracking

Affordable and scalable, our dashboard enables you to track patients and improve staff communication around patient flow and status.


Patient Sign-In Kiosk

Capture arrival and wait times, keep the waiting room running smoothly while eliminating manual data gathering, paper sign-in sheets, and HIPAA compliance challenges.


Mobile Digital Intake

Bring your arrival experience to your patients’ phones. Digitize your intake using QR codes, mobile sign-ins and online registration.


Digital Forms

Remove paper from your intake process. Digitize your current forms and send them via text or email pre-visit.


EHR/PM Integration

Seamless integration via HL7, API and other technologies. We connect with all of the leading platforms, to create new patient engagement applications.


Get started in hours, not months

Your goals

We get to know your challenges and create a solution that meets your needs.

Our expertise

Take advantage of over 20 years of workflow and IT integration experience

Total success

Our experienced team ensures your customized solution is up and running as quickly as possible.

Trusted by 100’s of leading healthcare brands

We’d love to make you a healthcare hero too

PatientTrak has reduced the time for patients to see the provider by 63% and improved their experience.
Audrey Franks
Outpatient Operations Manager, Ascension Healthcare
PatientTrak has become our operations management tool and has significantly improved our staff efficiency and patient experience. PatientTrak brings together our online scheduling, sign-in, tracking, wait time display, patient status and staff communications into a single platform. It’s a tool that both the staff and the patients use to manage and improve the patient experience. We could not run these clinics without PatientTrak.
Ted Kliebhan
Director of Information Systems, Advocate Healthcare
Having a system like PatientTrak helps us manage clinic flow, and relieves a lot of pressure on our staff allowing them to focus on other important tasks within real-time operations.
Noel Clarin
Informatics and IT Manager, Fairfax County, VA Health Dept.

Calculate your savings and ROI

Combat staff shortages with improved workflow efficiency and time savings.

Important patient flow FAQs

If you have any questions, no matter how big or small, feel free to speak to our experts today.

Arriving patients and flowing them efficiently through a facility is one of healthcare’s daily challenges. PatientTrak’s patient flow solutions enable staff to visualize workflow, understand wait times, track patient location and milestones and communicate patient needs and logistics via a collaborative workspace.

Staff can see things like who is assigned to the patient, their current location, wait-time and total time in clinic.  Icons, alerts, SMS, color coding, audio chimes as well as current activity and area/room status are all used to track and communicate patient status.  Arriving patients and queuing the waiting room or setting up a virtual waiting room are ways PatientTrak improves the flow from the very beginning of the patient visit. 

PatientTrak’s tracking solution offers complete visibility from arrival through to discharge. 

Since wait times are the #1 driver of patient satisfaction, this is the question we get asked the most. Wait times can back-up for so many different reasons it can be hard to know what to fix. PatientTrak provides complete visibility to your healthcare delivery and quickly uncovers your bottlenecks.

Our solution enables you to measure, manage and improve flow, reducing wait time while increasing staff efficiency. See exactly where your patients are in your facility throughout their visit.

Our virtual waiting room arrives patients elegantly and our online forms streamline the registration process, ensuring paperwork is completed before arrival.   PatientTrak’s text messaging keeps you in touch with your patients every step of the way and helps manage expectations.

With PatientTrak, we guarantee your wait times will improve.

With PatientTrak’s software you’ll be able to track arrivals, the registration process, wait times, and every step of the patient journey.  You will know things like who is in the parking lot and the lobby, when a patient is finished in labs or going to imaging, and how long patients are with a physician.  PatientTrak will show you where everyone is, how many patients are waiting and for how long, what the average wait time is at each touchpoint, and so much more.

Yes, you can. We work with you to configure the system to meet your exact needs.  You choose all the milestones you want to track and all the nomenclature. PatientTrak has been applied in literally every medical specialty and healthcare setting.   Everything we do is tailored to your needs and workflow.

PatientTrak’s platform addresses every aspect of patient flow, engagement and reputation management through a variety of software modules.  You decide and pay for only for the features you need.

For patient flow, features can include:

  • Kiosk Sign-In
  • Text Messaging/Automation
  • Virtual Waiting Room
  • Mobile Sign-in
  • Patient Tracking/Flow
  • Online scheduling/Wait Times
  • Workflow Visibility
  • Digital Intake Forms

You choose whatever you need.

Yes.  Our team of experts are here to get you up and running quickly and will support you with whatever you need to make the solution a complete success for your operation. We provide training and ongoing support for the best user experience. We love our product, and we want you to love it too.

PatientTrak comes with built-in reporting that takes the data from your workflow and turns it into actionable information to improve your operations and patient satisfaction.  Reports can be automated and emailed to you on a daily basis to keep you fully informed of what is happening.  Create custom reports and chart your organization’s progress quickly and easily with PatientTrak.

We are here for you.  Our support is what sets us apart.  We want you to get the best out of our system from day one, but also on day 1001, day 10,001 and beyond! Whatever your question, no matter how big or small, simply give us a call or email and we promise a prompt response.

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