Virtual Receptionist Kiosk for Faster, Smoother Visitor Check-Ins
Eliminate front-desk staffing gaps with interactive check-in kiosks powered by live remote receptionists and dynamic intake.
Commercial-Grade Kiosk Hardware Options
WelcomeWare’s virtual front desk kiosk hardware is engineered for durability, clean aesthetics, and effortless lobby integration across hospital systems of any size as well as outpatient clinics—including physical therapy practices, mental health facilities, chiropractic offices, and specialty care centers. Choose from three distinct hardware configurations built to fit your clinic’s layout and streamline your front desk operations.
• Hardware: HD webcams, wide-angle lenses, document/ID scanners, keyboard, and payment processing setups.
• Durable & Accessible: Touchscreen glass engineered for continuous daily use, easy sanitization between patient visits, and full accessibility for patients using mobility aids.
Solve Your Front Lobby’s Biggest Staffing Challenges
No-Show & Turnover Protection
Never leave a front lobby unattended. If an on-site receptionist calls out sick, your virtual receptionist can instantly step in, ensuring continuous coverage.
Scalable Multi-Site Management
Allow a single remote receptionist to cover up to three physical locations simultaneously, dramatically lowering overhead costs.
Reduced Clinical Burnout
Free up your on-site medical and clinical staff to focus strictly on clinical care instead of answering phones, scanning insurance cards, and managing walk-ins.
HIPAA-Compliant and Secure
Protect sensitive data with a system designed from the ground up to comply with medical privacy standards, including comprehensive audit trails and secure document handling.
Powerful Front Desk Software Built for Seamless Workflows
Easy to use,
web-based platform
Customized branding,
routing, and forms
Cover multiple locations
with fewer receptionists
Text or email notifications
upon visitor arrival
Document scanning
of all sizes
Customized reporting
dashboard
Remote Face-To-Face Interactions
WelcomeWare provides high-definition, two-way video that enables remote receptionists to greet on-site visitors in real-time.
Document Capture
With integrated kiosk hardware, WelcomeWare enables instant scanning of IDs, insurance cards, and paper forms.
Seamless Workflow Integration
Serving as a versatile overlay, the WelcomeWare platform works side by side with your existing EMR, CRM, or PMS software without requiring complex integrations.
Customizable Screens
WelcomeWare allows organizations to fully customize the visual layout and branding of their kiosks, including the check-in screen, waiting screens, end-of-session screens, virtual backgrounds, and more.
Dynamic Digital Intake Forms
Guest registration is streamlined with WelcomeWare’s digital intake forms, allowing visitors to enter data and sign directly on the kiosk screen, while having live assistance from a remote receptionist.
WelcomeForms: Remote & In-Clinic Intake
Through WelcomeForms, patients complete secure paperwork on their own devices before arriving. Any unfinished forms are finalized in the clinic via a QR code or with a WelcomeWare agent, accelerating the intake process. WelcomeForms can be used independently from kiosks or virtual attendants.
Security Protocols
HIPAA Compliant
WelcomeWare has put safeguards in place to be compliant with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and associated regulations. We have engaged in a comprehensive HIPAA audit and training program for employees and have an active HIPAA compliance policy. We have established an annual review of our compliance practices to assure we remain in line with HIPAA requirements.
Info Security
We maintain a comprehensive information security policy that serves as the foundation for the development and implementation of our security practices. These practices are designed to ensure the confidentiality, integrity, and security of data within our locations and the information systems owned and operated by our company. We are also ISO 27001 certified, demonstrating our commitment to internationally recognized information security standards. In addition, we employ a full-time Data Protection Officer and a full-time Compliance Officer.
Frequently Asked Questions About Virtual Receptionist Kiosks
Yes. WelcomeWare kiosks are equipped with integrated, high-resolution document scanners. The remote receptionist can see the scan in real-time, verifying that the document or insurance card has been captured clearly and saved directly into the software.
Absolutely. WelcomeWare is fully compliant with the Health Insurance Portability and Accountability Act (HIPAA). We utilize strict information security protocols, annual compliance reviews, and encrypted data transfers to ensure patient confidentiality is maintained at all times.
Through our web-based agent dashboard, a single receptionist can monitor and switch between multiple active kiosks. When a visitor approaches a kiosk, the receptionist receives an instant notification and can virtually "step up" to greet them in real-time.