Patient onboarding is the first clinical impression your practice makes — and it sets the tone for the entire therapeutic relationship. A smooth, professional onboarding process builds immediate trust, gathers the clinical information you need efficiently, and positions you as a practitioner who has their systems together. A chaotic onboarding process does the opposite.
The ideal onboarding workflow for a hormone optimization telehealth practice begins at the moment of booking. Immediately after a patient books their initial consultation (whether through your website, your scheduling link, or by phone), they receive an automated confirmation that includes: a link to the digital intake form, a link to the patient portal registration, instructions for accessing the telehealth visit, a request for any existing labs to be uploaded to the portal, a brief overview of what to expect at the first visit, and a list of the baseline labs you will be ordering.
The intake form should be completed at least 48 hours before the first visit so you have time to review it beforehand. If a patient has not completed it, an automated reminder goes out 72 hours and 24 hours before the appointment. If still incomplete at 24 hours, a brief personal message from your practice (can be automated template) requests completion.
Before the first visit, you review the intake form, flag clinical questions you want to explore, and order the baseline lab panel (if the patient hasn’t already had recent comprehensive labs). The lab order goes out through your EHR’s integrated lab ordering system, and the patient receives instructions on where to get labs drawn.
The first visit itself covers history, goals, the lab ordering process, and patient education — not yet a treatment plan, unless labs are already back. Set clear expectations: “We are in the evaluation phase. Once your labs are back in 3–5 days, I’ll review them and we will meet again to build your specific treatment plan.” This two-step process is clinically sound and reduces pressure to make prescribing decisions before you have complete information. Book your free info session here. Call 844-734-2112.
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