Overview

What we do

It’s important to have a health care team that you feel comfortable with and that has the expertise you need. The Welcome Center is here to help. Our friendly staff members have information on the hundreds of medical experts at UW Health ready to serve you. Our team can also help you transfer records and make appointments.

Our services

Finding a doctor that’s right for you

Welcome Center staff can help you choose a primary care provider (PCP) for all members of your family. Primary care focuses on your overall health needs. Your PCP treats you when you’re sick and helps you manage chronic conditions. These providers also help you prevent disease and offer screening tests.

 PCPs may specialize in:

You can reach the Welcome Center by phone at (608) 821-4819. You can also complete our brief Find a Primary Doctor form. You may wish to verify with your insurance plan that UW Health providers are in your plan’s network.

New patient forms

Everything you need to get started

Once you’ve selected a provider, we ask you to complete several forms. Welcome Center staff can assist you as needed. You may return the forms to us via mail or fax:

UW Health Welcome Center
8007 Excelsior Drive, WC 9740
Madison, WI 53717
Fax: (608) 824-2238

MyChart

MyChart is a secure service that allows you to view portions of your UW Health medical record online. You can also use it to receive test results, schedule appointments, pay your bills and more.

Create an account

Registration and check in

UW Health Clinic appointment registration and check in

After your appointment has been scheduled, you will be transferred to a registrar who will gather or confirm your demographic and insurance information. We do this to:

  • Save you time when you arrive for your visit

  • Ensure that your personal information is gathered as privately as possible

Please plan to arrive 15 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).

eArrival process

eArrival is a self check-in feature that lets you check-in for most of your appointments via your mobile device.

To use eArrival:

  • Step 1 - Before your appointment: Complete eCheck-in via MyChart, up to 8 days before your appointment.

  • Step 2 - At the Clinic: When you arrive at the clinic, open your MyChart app to confirm you have arrived. Once you confirm arrival, you will be checked-in automatically and you can continue directly to your clinic, unless otherwise directed.

Note: If you have outstanding registration items, you will still need to stop at the registration desk. Therefore, successfully completed e-Check-in is required to fully utilize this eArrival feature.

Patient and support services

Helping your visit go smoothly

Find tips and resources to help you prepare for your UW Health visit.

Frequently asked questions

The Welcome Center is a team of primary care physician referral specialists, social workers and nurses who will assist new patients transitioning to UW Health. Call us at (608) 821-4819

The Welcome Center staff will assist you in transferring your records. You may need to sign a release of information (pdf).

Please contact your insurance company to ensure that UW Health providers are within your network.

UW Health MyChart is our secure internet-based service that allows you to have access to your medical records, test results and communicate with your clinic team. If you would like to receive a paper copy of your medical record, please complete and submit an authorization for release of medical information form.

It is important for all UW Health patients to have a Primary Care Physician (PCP). You and your PCP will work together to coordinate your care.

One of the most important changes in our recommendations relates to the "annual physical." A head-to-toe physical examination for someone without symptoms has never been proven to extend life or decrease illness or discomfort. Your first appointment with your Primary Care Physician (PCP) should be based on your particular needs. If your previous PCP has recommended a certain timeframe in which to receive care, schedule your appointments based on that timeframe. You can then work with your new PCP to determine when you need care.

Wellness (and health promotion) is key to the overall plan for your care. Preventive care and screening tests help find health concerns early before they become major problems. The frequency of screening tests or exams is determined by your age and your personal and family health history. Your care team members regularly check to see if you are due for screening tests or exams. If you are due for a test someone from your care team will notify you by telephone, MyChart message or letter.

If you have urgent needs, please inform the clinic scheduler. Typically, the scheduler will take a message for the nurse who will return your call to review your care options with you.

We are happy to offer you a team approach to meet your health care needs. Each patient has a "care team" of staff and providers who are focused on partnering with you. The care team includes you, the physician, nurse, medical assistant and receptionist. Your care team may also include a nurse practitioner, physician assistant, social worker, resident physician, pharmacist or others.

If you have remaining refills, you may be able to fill them (check with your insurance formulary if you have a new insurance). The Welcome Center can help coordinate refills and necessary appointments for new patients if needed.

It will depend on your needs. Please call the Welcome Center at (608) 821-4819 for assistance in arranging for your first appointment.

In the event of an emergency, call 911. For urgent questions or concerns, please call your primary care clinic phone number. We have staff available 24/7.

No. To better accommodate your family members' needs, it might be more convenient for one physician to know your family history and care for you, but it is not necessary for each family member to see the same physician.

It can be hard to know ahead of time exactly how much you'll be charged for a visit. Charges are based on such things as time spent with the clinician, services ordered, diagnoses associated with those services and supplies that are used. To help our patients, UW Health offers an estimate service called Priceline. You may call UW Health's Priceline at (608) 263-1507.

Copays will be collected when you check-in. Payments can be made via cash, check or credit card.

Preparing for your visit

Before, during and after your visit

At UW Health, we want to help make your upcoming visit a great care experience. Here are some ideas to help prepare for your visit.

Before your visit

  • A list of questions and concerns. Write down your most important questions on our Preparing for Your Appointment Form (pdf). To help prepare your list, go to this Question Builder Tool created by the Agency for Healthcare Research and Quality (AHRQ). 

  • Any home-monitoring information (for example, blood pressure or blood sugar readings).

  • Your medicine bottles and containers or list of all current medicines - prescription medicines, over-the-counter (OTC) medicines, herbal/naturopathic remedies, and vitamins/supplements

  • A pen and paper to take notes

  • A family member or close friend (primary support) if you wish

Please arrive 15 minutes early for your scheduled visit to check-in and allow nursing staff to gather your health information.

UW Health takes photographs of patients at all our hospital, emergency departments and clinic locations. The photo will be safely stored in your file to identify you on your next visit. Please be sure to bring a form of photo identification on your next visit to any of our hospital, emergency department or clinic locations to help us enroll you in our patient photo program. Acceptable forms of ID include:

  • Current driver's license

  • Government-issued identification card

  • Tribal identification card

  • United States uniformed service identification card

  • International Travel Passport

  • Certificate of Naturalization

  • Employment card

  • Student identification card

Note how you've been feeling and any recent changes you have noticed. Your doctor/Nurse Practitioner (NP)/Physician Assistant (PA) will ask you questions about your symptoms, so take a minute to think about how you will describe this information to your care team.

During your visit

Ask questions and be involved in your care!

Provide your questions and concerns to your care team and doctor right away.

If you're being treated by any other doctors, please tell your care team. This will help them better coordinate your care.

You may receive an After-Visit Summary (AVS) document that lists the main points from your visit.

Ask questions if you don't understand.

After your visit

Follow the plan that you and your doctor agreed upon.

If you scheduled a follow-up visit with your doctor/Nurse Practitioner (NP)/Physician Assistant (PA) or a referral visit to another doctor, put these dates on your calendar right away.

Call or send a MyChart message if you are unclear about any of the instructions or think of more questions to ask!

Help when you need it

Contact us (608) 821-4819