Patient Registration and Check-in
At UW Hospital and Clinics, our goal to offer you excellent care and service starts with the registration and sign-in process for your clinic visits. Registration is the time when we collect and update information that is critical to patient safety and also to our ability to quickly and accurately process claims for services you have received.
Because patients frequently move, change jobs, and/or change insurance plans, we verify insurance, home address and phone information every 180 days. Whenever possible, we do this by having a registrar call you at home prior to your appointment. A few of these items are then confirmed again each time you visit.
For patients covered by Medical Assistance, we re-verify information after the first of each month because Medical Assistance eligibility is granted on a month-to-month basis. For Medicare patients, we are required by Medicare regulations to ask certain additional questions each time you come for a clinic visit.
After your appointment has been scheduled, you will be transferred to a registrar who will gather or confirm your demographic and insurance information or you will be called by a registrar some time prior to their scheduled appointment. We do this to:
- Save you time when you arrive for your visit
- Ensure that your personal information is gathered as privately as possible
SAFE Patient Identification System
In October 2010, UW Health introduced a fast new way to identify you while improving patient safety and privacy. Our SAFE (Secure, Accurate, Fast, Efficient) patient identification system scans the veins in the palm of your hand and matches the data to your electronic health record in seconds. Accurately identifying you ensures that your health care team has your unique record to review and document the care you receive during your visit.
Enrollment in the SAFE system is simple. We'll ask you a few basic questions and request to see a photo ID. Then we'll scan your palm. The entire process takes less than one minute. At subsequent visits, you'll simply state your date of birth, scan your palm and your identity will be confirmed within seconds.
Please plan to arrive 15-30 minutes prior to your scheduled appointment to check in. If you are pre-registered, we will only confirm your name and date of birth. If you have not been pre-registered, you will be asked to confirm your demographic and insurance information.
Copayments, if required by insurance, will be collected when you arrive and may be made by cash, check, VISA or MasterCard (credit or debit).