How To Improve The Scheduling System Of My Doctor’s Office

Medical and dental clinics have a very hectic routine, with a large flow of patients and busy schedules. Without organization, a doctor’s office can go to ruins with the loss of patients, an overburdened team and doctors who are unable to serve clients with quality, nor deal with scheduling. A good organization of processes in a clinic is essential for the office to maintain its credibility with patients, presenting good quality of care from the first contact by phone to medical care, exams and other processes. Check out these tips!

Internal organization

The first item that deserves attention is the administrative issue, which involves registration and medical records of patients, documentation of health plans and invoices for payments, in addition to the doctors’ agenda. The tip is to keep to deadlines with efficient work, not letting the paperwork accumulate. This can cause deadlines to be missed, impairing the clinic’s performance. Employees involved in this role must be able to prioritize demands.

The people who do the reception work for the clinics must have some fundamental characteristics, such as friendliness, attention and patience. It must be thought that the patient, because he is looking for the help of a doctor, is not doing well and, at this moment, every gesture counts to make him feel better. An individual and humane treatment at the reception of the patient can be decisive for him to become loyal to his clinic.

Physicians should establish an average time for consultations. This prevents patients from being irritated by long-term care, which can lead to their loss. In clinics with several professionals, inconsistencies in the agenda can cause a waiting room crowded with dissatisfied people.

Doctors should also be aware of each other’s commitments so that, if possible, schedules can be unified for the best patient care. In this way, professionals can serve an equal number of patients without overloading one and underutilizing the other. Its recommended using hospital rostering software.

It is very important to understand that, currently, technology is a fundamental ally for the good performance of the health professional. Did you know that there are extremely effective medical software that help manage the office’s agenda and care for patients? And that, even, can help you in the strategic and marketing of the office? Have you ever thought if, in your medical software, in addition to managing your patients, you could also create and run your own website and blog?

The agenda

Paper agendas are obsolete in the face of so much technology in front of us that it can speed up scheduling and also unify access to it. Virtual scheduling, depending on the platform, is low-cost (or no-cost) and gives the clinic strict control over patients and the availability of professionals. The scheduling data is easier to view and can be accessed in a short time, even by cell phone.

Telephone scheduling should also gain the professional’s attention, as an unanswered call can give an extra patient to the competitor. There should always be a free phone line. There are optional services to be hired as a “virtual secretary”, where a telemarketing service answers calls when all lines are busy.

The patient should also not be waiting on the line for too long without being seen. Everyone should be aware that this is the gateway to the office and, therefore, is one of the main parts in all equipment.

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