Automated Emergency Department Registration for Ontario Hospitals

Ontario Emergency Departments (EDs) face constant pressure from unpredictable patient arrivals, fluctuating acuity, workforce constraints, and strict reporting requirements. One of the most critical steps in the ED journey is accurate patient registration at arrival.

Automated ED registration using self-service check-in helps Ontario hospitals streamline intake, support eCTAS triage, improve data quality, and maintain consistent operations across both urban and rural or unmanned EDs.

The Challenge of ED Registration in Ontario

EDs manage unscheduled arrivals 24/7, often under significant time pressure. Patients may arrive by ambulance or walk in, presenting with a wide range of acuity levels.

In most Ontario EDs, arrival triggers a patient lookup in the hospital’s Electronic Medical Record (EMR), creating a pre-registration record that must later be completed by clerical staff. This approach can result in:

  • Delays in completing full registration
  • Duplicate data entry
  • Inconsistent arrival and registration timestamps
  • Added pressure on front-line teams

These challenges directly impact ED flow, staff workload, and reporting accuracy.

Full ED Registration at the Point of Arrival

Automated ED registration allows hospitals to capture a complete registration record at arrival, rather than relying on later manual follow-up.

Using self-service check-in, patients can:

  • Be accurately matched in the EMR
  • Confirm demographic and contact details
  • Update next-of-kin information
  • Complete infection prevention screening

This information is written back to the EMR in real time, reducing administrative rework and supporting a smoother ED intake process. Registration can occur before or alongside clinical triage, without delaying care.

Supporting eCTAS Triage and ED Performance

Accurate timestamps are essential for eCTAS (Emergency Department Canadian Triage and Acuity Scale) compliance and ED performance monitoring.

Automated registration supports eCTAS by:

  • Capturing precise arrival times
  • Improving consistency between registration and triage
  • Supporting accurate time-to-triage and wait-time metrics
  • Reducing administrative interruptions for triage nurses

This allows clinical teams to focus on acuity-based prioritisation, rather than administrative tasks.

Supporting Rural and Unmanned Emergency Departments

Unique challenges in rural Ontario EDs

Many rural and community EDs operate with limited or no registration staff overnight, at weekends, or during holidays. In these environments:

  • Clinical staff often manage both care and registration
  • Administrative tasks are delayed or completed retrospectively
  • Arrival timestamps may be incomplete or inconsistent

Despite lower overall volumes, rural EDs still face unpredictable arrivals and the same reporting expectations as larger centres.

After-hours ED registration without on-site staff

In unmanned or partially staffed EDs, delayed registration can lead to:

  • Missing or inaccurate arrival times
  • Inconsistent eCTAS-related data
  • Reduced reliability of ED wait-time reporting
  • Increased pressure on nursing staff

Automated self-service registration enables full ED registration 24/7, ensuring arrival data is captured even when no clerical staff are present.

A practical solution for small and rural hospitals

For rural and community EDs, automated registration:

  • Captures full registration at arrival, including after hours
  • Reduces reliance on clinical staff for administrative tasks
  • Maintains consistent EMR data across all shifts
  • Supports accurate, eCTAS-aligned timestamps

This provides operational resilience without changing existing triage or care workflows.

Benefits for Ontario Emergency Departments

Operational efficiency

  • Faster completion of ED registration
  • Reduced clerical workload during peak and after-hours periods
  • Less congestion at traditional registration desks

Data quality and reporting

  • Improved accuracy of arrival and registration times
  • More reliable CIHI and NACRS submissions
  • Better visibility of ED demand and patient flow

Staff and patient experience

  • Reduced administrative burden on front-line teams
  • More time for clinical care and triage
  • A calmer, more consistent arrival experience for patients

A Smarter Front Door for Ontario EDs

Automated ED registration is not about replacing staff. It is about removing avoidable administrative friction, supporting eCTAS triage, and ensuring every ED – urban or rural – can operate reliably at all hours.

For Ontario hospitals, this means:

  • Stronger support for after-hours and unmanned periods
  • More consistent data for operational and Ministry reporting
  • A safer, more efficient start to the ED journey
Savience self-service check-in kiosk