Benefits of using an appointment scheduling software in healthcare

Jamie Frew
Jamie Frew

Appointment scheduling software is changing healthcare at a rapid rate. As automation works its way into almost every corner of our healthcare system, medical appointment scheduling is no exception. The changes we are seeing within the healthcare industry are beneficial for both practitioner and patient for many reasons, but we'll get to that soon... 📚

What is appointment scheduling software

Appointment scheduling software is an online or virtual platform that allows you to manage appointments and bookings without the hassle of manual input. Appointment scheduling software solutions are automated tools that can help healthcare professionals better organize their appointments and booking scheduling, and they provide a streamlined approach. 

For example, platforms such as Carepatron offer appointment scheduling software, in that you can log on and view all your client bookings in calendar view, and assess specific details for each one. You don’t have to manually book with clients, as they can access available bookings on their own devices, which makes it a highly convenient option. You can pick and choose the availability of all your appointments, and rearrange them whenever needed. 

Managing cancellations and no-shows has never been easier, with all information displayed to be viewed at one glance. You can ensure you’re getting as many patients through your door as resources allow, and that you have ample time to spend on other business processes. You can organize appointments the way you want, and avoid feeling overworked or overwhelmed. Appointment scheduling is the easiest way to prioritize efficiency whilst taking care of your own health! 

Why is scheduling software essential in healthcare?

Automation allows for a more streamlined and precise healthcare workflow. Although many practitioners are incredible at what they do, practice management may not be their strength. This can often result in practices that are running behind. This means a decrease in patient satisfaction and a scheduling system that may falter and result in double bookings, incorrect bookings, and forgotten bookings.

Many practices are not large enough or do not bring in enough revenue to justify the expense of an employee dedicated to practice management, such as payroll and scheduling. Practitioners often spend a considerable part of their workday juggling administration with patient appointments eventuating in a jack of all master of none situation. Where both the administration and the practice aspects of the team are functioning at a level that is not congruent with best practice.

Healthcare providers are going digital 🖥

So what's the solution to this dilemma? The answer is HIPAA-compliant appointment scheduling software. This enables practitioners to schedule appointments online and allows for real-time updates for patient communication, such as appointment acceptance or requests to reschedule. Medical scheduling software has come a long way and really does enable practitioners to automate nearly everything. ✔️

The best appointment scheduling software can be found on all-in-one healthcare management platforms. They incorporate appointment scheduling and loads of other capabilities such as electronic health records (EHR/EMR), medical billing, and patient portal in one secure workspace.

Benefits of online scheduling

Online scheduling software provides many benefits and not just for the practitioner or your office staff. Many practitioners also report a significant improvement in patient engagement, especially in specific demographics that have struggled with attendance or no-shows in the past.

Wait times are another area that has benefited exponentially within medical practices, with scheduling software solutions providing practitioners a way to proactively manage their availability.

Self-scheduling is a difficult thing to do.🤯 An automated solution gives significant utility to practitioners.

Productivity 🧑

Appointment scheduling software improves productivity by ensuring the resources available are utilized most efficiently and effectively. This is possible because practitioners are not required to waste precious time that would be better allocated to their patients or just going home on time. Appointment reminders reduce no-shows or cancellations by enabling patients or clients to remember every appointment. Patient scheduling software will also ensure you can provide a more streamlined and customizable patient care experience. Your patients won't have to wait for appointments or show up to sessions that you have unintentionally double-booked. 👍

Better patient experiences

The scheduling process can be a lengthy one, filled with unnecessary phone calls, SMS, or emails trying to find a time slot that works for both of you. Around 59% of patients have been frustrated with the inconvenience of being on hold for hours, and so this process can act as a barrier to finding new patients and also retaining existing ones. That's why providing a more user-friendly appointment scheduling solution is the best answer for any practitioner seeking a new appointment booking process. As a practitioner who focuses on the wellness of the patient, the overarching goal is to improve the daily life of each patient you see. It is well known that health systems that offer self-service and more customization to the treatment received enhance both revenue and patient outcomes.

Increase the number of patients

Nowadays, people are increasingly reluctant to make phone calls, and would rather use online services to book their appointments. For instance, studies have shown that patients have listed convenience as the top factor that influences their healthcare choice. Clients can take calls within comfortable environments, which also increases the likelihood of sharing valuable information. In turn, using appointment scheduling services results in a more attractive option, with the freedom and flexibility that comes with it resulting in higher client numbers. 

Appointment scheduling software

Fill empty appointment slots

Healthcare practices that use online scheduling are substantially more likely to fill open appointment slots, which is always a win. You can reduce lost revenue, and easily sort out cancellations or no-shows automatically. Appointment scheduling can arrange same-day or next-day appointments with ease, and work to optimize your personal schedule whilst fitting in as many patients as your resources allow. 

Improve availability

However, with online scheduling, clients can access the clinic's website at any time of day, on any day of the week, meaning that they can book appointments outside of opening hours. They don’t have to set reminders for when you open, as clients can check your availability and set an appointment at a time that is convenient for them. This is great for planning schedules that benefit both you and the patient! 

Manage information efficiently

Appointment scheduling is a great way to manage information more efficiently, and integrate practice management systems. You can view all your appointments at one glance, as well as view patient health records from one place. It’s a simplified way of doing healthcare, without compromising on quality. 

Reduce administrative work

Using appointment management systems that integrate automated features can work towards significantly reducing the administrative work involved in healthcare businesses. This is especially important when considering that over half of all U.S healthcare workers have been overwhelmed with their long list of healthcare tasks. With appointment scheduling, you don’t have to work towards balancing multiple tasks, as appointment scheduling software works to streamline and optimize your workflow and promote higher productivity and efficiency. You can reduce wait times, increase satisfaction, and lower costs associated with the admin. 

Enable online payments

Appointment scheduling software allows you to incorporate online payments, which is incredibly convenient for patients. They can pay before their appointment with no hassle, and save you time on following up on outstanding payments. You can be reimbursed for your time quickly, and clients will thank you for allowing greater freedom when it comes to billing. 

Incorporate e-marketing

The software will often use numbers and emails of patients to send confirmations, which means you also use this information for promotional purposes. With consent, you can send important clinic information to clients to keep them in the loop, as well as educate them on various health issues. 

Reduce no-shows

One of the most important benefits of appointment scheduling systems is the ability to reduce no-shows by 95%. These can be intensely frustrating, and costly, to deal with, so using appointment reminders and confirmations that accompany these systems can increase customer engagement and reduce the likelihood of clients forgetting. 

10 elements of scheduling software that help private practice businesses

To guide you in the right direction when it comes to selecting the best appointment scheduling software, you should make sure that it includes the following elements. These are the top 10 features that every high-quality appointment software should integrate into their services. 

Easy booking page - Although it may seem obvious, you’d be surprised to learn that many appointment scheduling software services have very clunky booking pages that can be confusing to use. To boost customer engagement and satisfaction, make sure that anyone can book, regardless of their technical ability. 

Two-way calendar sync - This is super important to ensure that both you and your client's calendars update whenever an appointment or any changes are made. You want to ensure you’re all on the same page, and that there’s no confusion!

Automated reminders - This can work to significantly reduce no-shows, and you don’t have to lift a finger.

Work hours - Make sure you can display your work hours so clients only book appointments within available time slots. 

Canceling and rescheduling - It’s likely that clients will need to cancel their appointments from time to time, so it’s important that you have these features in place to retain clients. 

Time zone conversions - With telehealth appointments, you can connect with clients from around the world. However, this means working with different time zones, so it’s important that you can automatically convert these to minimize any delays. 

Simple integration - It’s likely that you’ll need to connect with other apps, such as Office365 or Mailchimp, to send email confirmations of appointments. Therefore, make sure to double-check that your appointment platform can handle this

Payment options - Some clients prefer to pay for appointments beforehand, and if this is the case, make sure that you have popular options available, such as stripe and PayPal. 

Mobile-friendly features - Not every patient views information on their computer, so it’s important to make sure that your platform is compatible with mobile devices. This allows for greater versatility and functionality. 

Different services - Many healthcare clinics offer different services, and so to keep things simple, it’s best that you organize appointments by service. This means that clients can book specific help, such as booking for a check-up vs. a prescription consultation. 

Typical challenges in implementing scheduling software for your practice

While appointment scheduling software can certainly elevate the quality of your business and boost engagement, it’s also important to acknowledge common challenges that can occur. This way, you know exactly how to prepare and what to avoid. 

Outdated technology - Depending on the software platform you use, some appointment scheduling systems lack the technology to be able to handle up-to-date, real-time data that is needed for standard appointment scheduling systems.

Manual input - Some platforms don’t incorporate automated features, which can be particularly tricky to work with, as it takes up an immense amount of time to type everything manually. 

No integration - When platforms are unable to be integrated with other useful tools, this can reduce the efficiency and efficacy of the software, which only takes up more valuable business time. It can be immensely frustrating to deal with, and can also be costly.

Client difficulty - Although most software systems are designed to be used by anyone, regardless of their technical ability, sometimes clients will struggle to use the systems. This is unfortunate as it poses an additional hassle to work around.

Unreliable internet - You will need a strong internet connection to access appointment scheduling services, which is standard. However, this can be difficult to deal with if certain clients do not have fast wifi, or if the connection is unstable. 

Lack of data security - Naturally, when dealing with online data, you need to ensure you have the right security processes in place. They should comply with HIPAA standards, and use encryption to protect private information. Failure to do so can be expensive, and also risks damaging your reputation. 

Contradicting schedules - Sometimes client schedules won’t match up with the working hours that are displayed. This can be frustrating, as it can deter clients from requesting an exception to the times listed. 

Single platform use - Ideally, your software should work across devices, including tablets, laptops, mobile phones, and PCs. Having single-use can severely limit your options, and decrease client satisfaction. 

Appointment scheduling software

Make every appointment count with Carepatron

At Carepatron, we have solved all your appointment scheduling problems. Our mission is to reimagine how healthcare organizations work entirely. Carepatron is the world's leading Practice Management Platform.

Our practice management platform provides core features as well as things you hadn't even thought you needed.

And we haven't just pulled together the tools you use in other software, but we have redesigned them to be more beautiful and intuitive.

The Carepatron Practice Management software provides practitioners with the capability to manage:

  1. Medical records & patient information
  2. Scheduling
  3. Notes
  4. Tasks
  5. Reminders
  6. Telehealth & telemedicine
  7. Client portal
  8. Voice transcription
  9. Scheduler

And the best thing is that we're not even close to being finished. These functions are just the start of designing a beautiful practice management app to replace your other software. 🎶

So far, we are most proud of:

  • Automated client reminders – the tool that allows you to automate your client appointment reminders, end to end.
  • To-do list – Streamline all of your work in one place, reducing the cognitive load from doing your job. Bring meetings, client appointments, reminders, and tasks together in one worklist.
  • Telehealth – A beautiful video experience for you and your clients. Start a video call anytime with one single click.
  • Medical transcription service – Typing is also far too slow. We solve this problem with an AI-powered voice typing service that knows all of the words we use in healthcare.
  • Build health communities – Manage your practice community from your medical office.
  • Collaborate with those who matter – Bring your client and their care team together in one digital workspace—sharing information seamlessly in an encrypted, HIPAA-certified environment.
  • Tags – Carepatron loves Tags. Organize status and information in a whole new visual dimension. Provides a renewed sense of purpose!

Get Carepatron for free today and make scheduling easy, fun, and meaningful.

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