Proactive Patient Enrollment

Proactive patient enrollment is a foundational strategy for improving the efficiency, accuracy, and quality of healthcare interactions. By engaging patients before their scheduled visits, organizations can send reminders, initiate pre-appointment task lists, and allow patients to fill out documentation and surveys for appointments ahead of time. These measures streamline check-in, reduce bottlenecks at the point of service, and improve the overall patient experience.

Through Epic enrollment workflows, health systems can ensure accurate Epic system enrollment and maintain consistent communication between patients and providers. In parallel, Epic appointment scheduling helps reduce operational strain and supports stronger health outcomes by ensuring all necessary information, forms, and authorizations are completed for more targeted, visit-specific engagement. With the addition of Magic Enrollment to Imprivata Patient Access, organizations can further accelerate the enrollment process by importing existing patient photos directly into Epic. This capability allows patients to be authenticated at their next visit without requiring registrar intervention, thereby reducing friction, improving efficiency, and delivering faster time to value for both staff and patients.

A key benefit of proactive patient enrollment is its ability to deepen engagement through digital tools like the MyChart health portal. By sending patient notifications and documentation in advance, healthcare organizations can identify patient assistance needs, provide relevant educational materials, and obtain prior authorization for data sharing. These pre-visit touchpoints allow for more personalized communication, increased patient engagement, and better preparation on both sides of the encounter. Enhanced coordination among clinical, administrative, and scheduling staff ensures a smoother experience for the patient, while also reducing the likelihood of missed appointments, incomplete information, or last-minute delays.

However, portal adoption and technology engagement are not without challenges. Many patients — particularly older adults or those from minority populations — face barriers due to factors such as inconsistent internet access, limited digital literacy, and overly-complex portal tools. This can impact their willingness to engage with features like ahead of time appointment reminders, and reduce patient engagement overall. Addressing these disparities requires a balanced approach that combines patient education, accessible design, and alternative methods for engagement so that all patients, regardless of demographics, can benefit from proactive enrollment workflows.

For revenue cycle and integrity leaders as well as patient access managers, proactive patient enrollment also plays a critical role in meeting operational and financial goals. These teams aim to maximize reimbursement, reduce claim denials, and eliminate errors due to misidentification or duplicate records, while maintaining compliance with payer requirements. Yet, pain points such as denied claims from mismatched or missing patient data, duplicate medical records, and manual rework remain common. By streamlining and automating workflows and ensuring clean claims from the start, healthcare organizations can better protect revenue and reduce the administrative burden on staff.

Imprivata Patient Access directly addresses these challenges by integrating reliable, secure biometric face authentication into the enrollment process. Accurate patient identification ensures every individual is linked to the correct medical record, reducing downstream billing issues and improving first-pass claim success. Patient Access can help reduce duplicate records by verifying identity against existing Epic photos and intelligent enrollment tools, preserving data integrity and preventing unnecessary rework. Furthermore, by minimizing denied claims tied to patient mismatches, Imprivata Patient Access supports revenue-protecting strategies that improve registration accuracy without adding to registrar workload. For healthcare organizations invested in proactive patient enrollment, this technology bridges the gap between patient engagement and revenue cycle integrity, ensuring a safer, smoother, and more financially sustainable patient journey.