A new vs existing patient decision tree is a guided intake tool that helps front desk or scheduling staff determine the correct workflow based on a patient’s visit history. Rather than guessing or relying on memory, staff follow a structured path to confirm whether a patient is already in the system or needs to be registered for the first time. This reduces duplicate records, ensures accurate documentation, and speeds up patient intake.

✅ Faster Check-Ins

Staff follow a clear path, avoiding delays caused by status confusion or missing forms.

✅ Fewer Duplicate Records

The tree ensures proper lookup before creating a new patient entry.

✅ Consistent Verification

Everyone follows the same criteria for identifying returning patients.

✅ Easier for New Staff

New team members onboard faster with guided intake support.

✅ Supports Compliance

Ensure documentation and consent steps are followed every time.

It helps staff determine if the patient is new or existing and then follow the appropriate intake, registration, or verification steps.

Yes. The tree prompts staff to search for existing records and verify information before proceeding, reducing unnecessary duplicates.

Absolutely. You can adjust the workflow per location, visit type, or patient population.

PixieBrix runs in the browser and can overlay any EHR or scheduling system, making integration seamless.

✅ Directly in the Browser

PixieBrix overlays on top of your electronic health record (EHR), scheduling platform, or intake portal. Staff can follow the decision tree right inside the systems they already use—no additional apps required.

🧭 Streamlined Front Desk Logic

The tree walks staff through patient identification, previous visit history, and insurance status to determine the correct intake flow—saving time and avoiding errors.

✏️ No-Code Customization

Easily tailor workflows for new patients, returning patients, or patients who have not been seen in over a year. Update logic for insurance changes, referral requirements, or documentation needs—without any coding.

🔄 Automate Intake and Registration

Trigger actions like:

- Opening the correct registration form

- Flagging the patient as returning or new

- Notifying billing teams of required insurance updates

🚀 Improve Accuracy

Ensure your team consistently verifies patient status before proceeding, reducing duplicate entries and missing information.

📊 Track Workflow Outcomes

Measure how often staff select new vs existing flows, and where decision points cause confusion. Use the data to optimize front desk processes.

📈 Scales Across Locations

Create location-specific intake logic while maintaining consistent documentation standards across your clinics or departments.

1. Identify Key Intake Scenarios
   List common situations like first-time visits, returning patients with lapsed insurance, or patients visiting a different location.
2. Define Lookup and Verification Steps
   Include logic to check for previous appointments, recent records, or EMR matches.
3. Add Intake Instructions
   Provide clear prompts for registration steps based on patient status—like ID verification, forms, or HIPAA consent.
4. Trigger Actions
   Connect to forms, alerts, or internal workflows based on the patient’s path.
5. Test with Staff
   Run through scenarios with your team to ensure clarity and efficiency.
6. Launch and Train
   Deploy the tree into the scheduling or intake workflow and provide guidance on how to use it.
7. Iterate and Optimize
   Adjust for seasonal trends, changes in payer rules, or updated documentation policies.