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Healthengine Kiosk: Check-Ins User Guide

Kiosk lets patients check in independently using a tablet when they arrive at your practice.

Vertical: GP
PMS Eligible: Best Practice, MedicalDirector Pracsoft
Subscription: GP Complete, Engage

Kiosk gives patients a faster, more convenient arrival experience. It helps reduce queues at reception and frees your front-desk team from routine check-ins, giving them more time to support patients who need assistance and focus on other important tasks.

This guide explains how to configure Check-Ins, set up Kiosk and pair your tablet.

In this guide

Before you start

You need these permissions in Practice Admin:

  • Manage products: allows staff to activate products in Practice Admin.
  • Manage Kiosk: allows staff to set up and manage your practice's Kiosk.

1. Configure Check-Ins in Practice Admin

Before setting up Kiosk, activate and configure the Check-Ins product in Practice Admin.

  • Self check-in notifications: enable this option if you also want patients to check in from a link sent to their phone by SMS.
  • Patient details updates: enable this option to ask patients to confirm their details and update them when needed.
  • Check-in time: set how long before and after the scheduled appointment time a patient is allowed to check in.

Check-Ins Preferences page in Practice Admin showing Self check-in notifications, Place in queue, Patient details updates and Check-in time settings

Check-Ins Preferences page scrolled down to Check-in time, Geolocation distance and Enabled appointment types

2. Open Kiosk

Once Check-Ins is active, open the Kiosk product in Practice Admin.

Kiosk product in Practice Admin showing the Paired kiosks section and the Add kiosk button

3. Configure Kiosk preferences

  1. Open Preferences to choose the products available on Kiosk and customise the patient experience.
  2. Enter the welcome message you want to display on the Kiosk home screen.

    Kiosk Preferences page with a welcome message entered in the Welcome screen field

    The welcome message will appear on the home screen as shown below.

    Kiosk home screen on a tablet showing the welcome message with Check in and Approve bulk billing options

  3. Turn on Display Check-Ins in Kiosk, then select Save.

    Kiosk Preferences page with Display Check-Ins in Kiosk turned on and the Save button

4. Pair your tablet

Before you continue: have the tablet you'll use as your Kiosk with you. You'll complete the following steps using both Practice Admin and the tablet.

  1. In Practice Admin, open the Devices page.
  2. Select Add kiosk.
  3. On the tablet, scan the QR code using the camera or manually enter the displayed URL in a web browser.
  4. Follow the instructions displayed in the tablet's web browser to add the kiosk to your Home screen. Select Add to Home Screen when prompted.

    Healthengine Kiosk page in Safari on iPad with the Add to Home Screen prompt

    • If the Kiosk cannot be added automatically, follow the on-screen instructions to install it manually.

      Healthengine Kiosk prompt showing manual install instructions: open in your main browser, press Share, press More, scroll down to Add to Home Screen

    • In Safari, select the Share icon, scroll down and select Add to Home Screen.

      Safari Share menu on iPad with Add to Home Screen at the bottom of the list

    • Keep Open as Web App turned on, confirm the app name, then select Add.

      Add to Home Screen dialog with the name HE Kiosk, Open as Web App turned on and the Add button

  5. The HE Kiosk icon will appear on the tablet's Home screen. Select the icon to open Kiosk.

    iPad Home screen showing the HE Kiosk icon

  6. Enter the four-digit pairing PIN displayed on the Kiosk - Devices page in Practice Admin.

    Pair this kiosk screen on the tablet with four boxes for the PIN generated in Practice Admin

  7. Once paired, the Kiosk Home page will load on the tablet.

    Kiosk Home page on the tablet with Check in and Approve bulk billing options

    Practice Admin will display a confirmation message when the device has been paired successfully.

    Device added confirmation in Practice Admin saying the device was added successfully

Very important: Prevent patients from leaving Kiosk

Use your tablet's built-in screen-locking feature to keep Kiosk open and prevent patients from navigating to other apps or websites.

iPad

Enable Guided Access: Use Guided Access on iPhone or iPad – Apple Support

Android

Enable app pinning: Pin and unpin screens – Android Help

Tablet and connectivity requirements

Before setting up Kiosk, make sure you have:

Required

  • A supported device: a BYO iPad, Chrome or ChromeOS tablet, or Chromebase device.
  • A reliable internet connection: connect the device to your practice's Wi-Fi or ethernet network. Kiosk must remain connected to the internet to find appointments and complete patient check-ins.
  • A supported browser: use the latest available version of Safari on iPad or Google Chrome on Chrome or ChromeOS devices.
  • A suitable screen: use a tablet with a screen large enough for patients to comfortably read questions and select on-screen options.

Recommended

  • Keep the device's operating system and browser up to date.
  • Keep the tablet connected to power during practice hours. If this is not possible, enable battery-saving settings and check the battery level regularly.
  • Use a secure tablet stand and position it near reception where patients can find it easily and staff can assist if needed.
  • Use Guided Access on iPad or app pinning on Android or Chrome devices to prevent patients from leaving Kiosk.

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Contact Our Support Team

If you need help setting up Kiosk, contact our support team. Please have your practice name, Healthengine practice ID, and the tablet type and browser you're using ready.