5 Things Your Clinic Appointment System Should Be Doing

By Jamie Frew on Jun 16, 2024.

Fact Checked by Nate Lacson.

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Brief overview on a clinic appointment system

Appointment scheduling is an integral part of every healthcare business. Managing client bookings, rescheduled appointments, cancellations, and staff itineraries can result in a time-consuming and stressful process. Many successful companies have decided to simplify appointment scheduling by utilizing relevant software. The development of appointment scheduling software has allowed healthcare businesses to divert their time and resources to other, more pressing areas while ensuring patient and practitioner satisfaction. The global market size of scheduling software is growing exponentially, and research shows clients prefer that patient scheduling software. A survey sent out to 2000 people in North America identified that 94% of respondents were more likely to choose a service provider if they offered online booking options. Clinic appointment systems have been shown to improve client satisfaction and optimize the productivity and efficiency of your healthcare practice.

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How is an appointment system beneficial to a medical practice?

Even the most efficient healthcare practices will benefit from implementing an online appointment system. 

  1. Saves Time: One of the most significant benefits of appointment scheduling software is the amount of time you will save. Creating an efficient schedule is complex and requires a lot of communication between administrative staff and physicians. An appointment system streamlines this process by using integrated calendars, so everyone’s schedule can be aligned. The time you save using the software can be redistributed to seeing more clients or completing other essential tasks.
  2. Less Waiting Time: An appointment system will generate a daily schedule that considers circumstances like last-minute cancellations and appointments running overtime. An efficiently structured program will guarantee less waiting time, increasing general patient satisfaction.
  3. Better Follow Up: Appointment systems often have automated reminder and invoice features that allow your practice to reach out to patients. These texts and emails can be used to encourage follow-up, increasing the likelihood of a patient returning to the practice and demonstrating a more profound quality of care. 
  4. 24 Hour Availability: Most often, patients live just as busy lives as practitioners. Using an online appointment system eliminates the need for administrative staff. It allows patients to book appointments at any time of the day without waiting for the practice’s opening hours.
  5. New Patients: As mentioned above, patients’ ability to book appointments online is becoming increasingly preferred. This means that your employees can spend less time booking and rescheduling appointments over the phone and more time delivering their services. Listening to these preferences will generate more interest in your practice and lead to new patients. 

Five things your appointment system must be doing

There has been significant growth in appointment scheduling software, so selecting the right option for your practice can take time. We have developed a list of five features you want to look out for to ensure that the appointment system you choose optimizes your business.

Helping reduce no shows

One of the most challenging yet inevitable situations that a healthcare practice has to deal with is no-shows. Even though they can never be entirely prevented, the right clinic appointment system should significantly reduce them. Automated reminders can be sent to patients who have upcoming appointments, ensuring that they are prepared and ready. These reminders have been proven to reduce the number of no-shows by up to 99%, saving valuable time and improving productivity. 

Helping you stay up to date across calendars

The ability to sync calendars should be included in your appointment system. Most software allows individuals to sync their Google, iCal, or Outlook calendars onto the system, generating a schedule that displays everyone’s current workload. A centralized calendar and workflow allow all employees to be up to date on upcoming appointments and indicate suitable times to complete other administrative tasks.

Managing client appointments your way

A customizable appointment system is a key to ensuring physician satisfaction. You can prioritize certain appointments types and times so that the workload of your employees is suitable. Using automated invoice and booking reminders will also help ensure that you manage client appointments your way. 

Ability to make telehealth video calls

The rise in the telehealth industry has led to an increased number of video conferencing appointments. Appointment scheduling software should integrate video conferencing features to deliver your services securely using a single platform. A HIPAA-compliant telehealth platform is an excellent feature to look out for when choosing your appointment system.

Storing medical information efficiently

A vital feature of any software you implement at your practice is the secure storage of medical information. The process of booking appointments involves private information, including the patient’s name and medical history, which all need to be stored in a HIPAA-compliant manner. Storing medical records electronically means that they are encrypted and secure but also retrievable if need be. 

Clinic scheduling software

What is the best appointment scheduling software?

Carepatron offers state-of-the-art appointment scheduling software perfect for any healthcare business. Carepatron allows you to sync personal calendars to create a centralized workflow that increases effective communication. The software also includes online scheduling, automated reminders, and medical billing, clinical note storage, and telehealth video conferencing. These features will allow your healthcare business to optimize its productivity and guarantee both patient and practitioner satisfaction. 

Calendly is another suitable appointment scheduling app that allows you to upload your availability so clients can select the time that suits them best. It is customizable and can send out automated reminders, check-ups, and follow-ups, engaging with clients and reducing no-shows and cancellations. Lastly, Sprintful is an easy-to-use appointment scheduling platform that integrates with various other types of software. Sprintful organizes your schedule and can be used for one-on-one, group, or team meetings. 

Final thoughts

Using appointment scheduling software has significant benefits for clients and physicians of a healthcare practice. The most measurable advantage you will notice is the amount of time you save and the ability to redistribute this to other more critical areas, including seeing and treating clients. Clinic appointment systems improve productivity and efficiency by syncing every worker’s schedule and reducing cancellations and no-shows. This type of software is frequently integrated with other features, including telehealth video conferencing, medical billing, and clinical documentation, ensuring that all of the elements that your practice needs to run efficiently are stored in a single platform. 

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