HealthWare Systems is committed to creating world-class patient experiences. Our patient tracking system, ActiveTRACK, provides real-time patient status while monitoring registration, throughput, and wait times. ActiveTRACK enables management to better allocate staff and resources and measure and reach specific goals related to increased efficiency, shorter registration and patient wait times, and improved patient experiences and patient satisfaction scores.

Reduce Patient Wait Times By 50%

"We can really look at the entire patient's throughput on an outpatient perspective for each step in the process and really get down to a granular level. Before [implementing ActiveTRACK] we were never
able to do that."

Phillip Quick
Director of Patient Access,
Advocate Illinois Masonic Medical Center

  • Know where patients are AT ALL TIMES
  • Reduce registration wait times Up to 50%
  • Messaging platform – keeps family members informed
  • Centrally manage multiple sites using real-time dashboards
  • Visibility across the enterprise for ALL clinicians & associates
  • Improve patient satisfaction scores
  • Real-time communication across All departments
  • Notify porters, clinicians, & staff regarding patient status and needs via pagers and smart phones
  • Link valet service to discharge process
  • Match patient needs with registrar skills (e.g. financial counseling, language, balance owed)
  • Proactively manage staff with real-time alerts
  • Improve throughput & financial performance
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Patient Touchscreen kiosks

Patient Arrival & Patient Check-In Kiosks

With ActiveTRACK, a patient may check-in at a self-service kiosk or greeter station upon arrival.  For pre-registered patients, any documents that must be signed can be generated for immediate review and completion, while items like photo IDs and insurance cards can be scanned.  ActiveTRACK can also produce wayfinding maps to help patients navigate their way throughout the healthcare facility.



Patient Waiting List

ActiveTRACK can employ advanced patient wait list strategies to support immediate processing (e.g. surgery patient arrives within ½ hour of their surgery) or deferred processing (e.g. waiting for physician order).  Additionally, ActiveTRACK uses skills-based routing to match patient needs to registrars’ specific skill sets (e.g. preferred language, balance owed) and establishes dedicated wait lists/queues to handle patients with specific needs (e.g. financial counseling).  This allows sites to fast track patients who are ready to see their physician(s).


HealthWare_ActiveTRACKReal-Time Patient Tracking & Dashboards

ActiveTRACK captures real-time data related to arrival, wait times, registration, and clinical transitions. No more waiting until the end-of-shift report or a patient complaint to identify bottlenecks or take action – these metrics are available in real-time. ActiveTRACK also provides visibility of patient status to all departments. This is especially useful for patients with multiple services across multiple departments and eliminates calls between clinical areas, which is a huge employee satisfier.



Happy FamilyPatient Experience & Family Satisfaction

ActiveTRACK improves communication between providers and patients and their family members as well.  An electronic patient tracking board, known as the ActiveDISPLAY feature, directs patients to registration booths when registrars are available and notifies family members of patient status (e.g. “in prep,” “in surgery,” “in recovery”) throughout the encounter.  ActiveTRACK also keeps family members informed through text messaging.  (Patients are assigned alphanumeric identifiers to ensure patient confidentiality in accordance with HIPAA.)


ActiveTRACK can also alert porters to patients’ special transport needs and link the valet service to the discharge process.  This ensures patients’ vehicles are ready and waiting immediately following their visit, which greatly increases patient satisfaction and improves the patient experience.

Client Success Stories

Large Acute Care Facility in Chicago

“ActiveTRACK Reduces Wait Times by 75% at an Acute Care Facility in the Chicago Suburbs”

Increase of 1.9 – 3.7 Million in Potential Revenue Per Year

View Case Study

Large New York Hospital

“ActiveTRACK Reduces Wait Times & Increases Patient & Family Satisfaction at a NY Hospital”

70% of Wait Times are Below 2 Minutes

View Case Study

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