EHR for Urgent Care

Walk-ins are registered on site by front-desk staff, who capture consent forms, run real-time insurance eligibility checks, and (optionally) save a card on file for copay. Patients can also pre-register online (mobile or web) by booking an appointment or joining the waitlist and completing intake questionnaires in advance, then track their position in a live queue. In either case, the system automates balance-due reminders after the visit.

Nurses capture vitals via connected devices and enter triage notes (reason for visit, symptoms, etc.) in the EHR. For returning patients, medical history, allergies, and medications auto-populate from the record and are confirmed or updated by the nurse during triage. For new patients, nurses collect and enter this data during triage. All this information including the triage notes and the device readings flows directly into the patient’s chart, so the physician doesn't need to re-enter it and starts with a complete picture. The system also enables real-time collaboration, allowing multiple care team members to work on the same chart simultaneously without conflicts.

The physician opens a complaint-based single-screen template (e.g., sore throat, UTI, ankle sprain) and fills it out. The built-in coding engine helps pick accurate codes on the go. AI-powered assistive tools offer suggestions, flag potential missing elements, and check compliance with clinical guidelines, while leaving all clinical decisions to the physician.

From the same screen, the physician orders POCT, send-out labs, and X-ray as needed. The system can support one‑click order panels. Clinical decision support helps ensure the right tests and imaging studies are ordered in line with clinical guidelines. POCT results are posted immediately, while send-out labs are sent to the reference lab with a courier tracking option (or to the hospital's LIS, if present). Physicians can track order status in the urgent care interface and receive alerts when results are ready.

Imaging orders flow to the technologist's worklist. The technologist takes images and routes the study to the radiologist. The system can also support teleradiology capabilities for remote interpretation. Images are stored in a built-in or integrated PACS and viewed by the physician in the urgent care EHR.

Physicians send prescriptions electronically to retail pharmacies right from the chart using a built-in e-Prescribing functionality with common med templates, weight-based dosing helpers, real-time drug interaction and allergy checks, as well as formulary and benefit checks. For controlled meds, the system uses EPCS with integrated PDMP checks before prescribing and maintains a full audit trail for compliance. The solution can also support CancelRx so that if the physician discontinues a medication in the electronic health records, the cancellation automatically transmits to the pharmacy system. When prescribing, physicians can select the pharmacy from a directory of pharmacies (retail chains, independents, or mail-order), with a default pharmacy option per patient.

Patients can view their after-visit summaries via a web portal or mobile app, together with the lab and imaging results and discharge instructions. Visit summaries can be automatically sent to PCPs, specialists (if referral is needed), or to a hospital ED (if the patient is transferred). The system can also automatically send relevant information to the immunization registry, eCR, and syndromic surveillance.

Charges and codes can be automatically extracted from documentation. A standalone urgent-care EHR can run the full billing cycle, including eligibility checks, accurate charge capture and coding, claim generation and submission, ERA posting, patient statements, and online/in-person payments, and integrates to a clearinghouse for payer EDI (claims, eligibility, etc). We recommend adding support for text reminders and card-on-file to reduce days in A/R. Alternatively, an urgent care EHR module can integrate with the provider's existing RCM or billing software and send charges to the hospital billing system.

Urgent care managers and administrators can access real-time dashboards and generate custom reports to track various clinical, operational, and financial KPIs (door‑to‑provider, door-to-door time, LOS, LWBS, payer mix, denials, clean‑claim rate, X-ray/POCT use, etc.).

Clinicians can leverage an AI-powered voice assistant to launch the right template and dictate directly into the urgent care notes (HPI, focused exam, medical decision-making, and discharge). The assistant provides real-time speech-to-text with AI checks for completeness, coding accuracy, and compliance, saving time and reducing manual transcription. It can also be used to place orders (labs, imaging, medications), recheck vitals, update patient statuses, print documents (e.g., school notes), or document procedures.

An AI-powered assistant (available as a voice agent or chatbot) can guide patients during online booking and registration, prompting them to provide symptoms, history, allergies, and medications. All data flows directly into the EHR for nurse and physician review, helping streamline intake and ensure accuracy. The assistant supports multiple languages, and all captured data is encrypted and securely stored.

Physicians, NPs, and PAs can offer on-demand or scheduled video consultations for issues that don't need hands-on procedures (e.g., URI, conjunctivitis, medication refills). Patients can also share photos or documents to support remote evaluation. All data transmissions are encrypted and HIPAA-compliant, ensuring patient privacy.

For a single-site hospital‑tied EHR module (urgent care core + ADT/eRx) integrated with the hospital's LIS, RIS/PACS, and existing patient portal.

For a full-scale standalone platform for an independent urgent care center. The scope includes:

• Scheduling and registration.
• Insurance eligibility checks.
• Billing and basic RCM with clearinghouse integration.
• Documentation templates.
• POCT.
• eRx.
• Reference lab integration.
• Patient portal.

For a multi-site urgent care platform. The scope may expand to:

• Built-in PACS and lab modules.
• Teleradiology support.
• Highly connected patient engagement app/portal.
• Assistive AI features.