Orthotown October 2016 - 37


IS YOUR SCHEDULING
SYSTEM WORKING FOR YOU?
Sometimes a practice can get into a rut
with its scheduling architecture. You may
not realize it, but scheduling inefficiencies
can negatively affect staff morale, the
patient experience and even the practice's
bottom line.
However, using proper scheduling
architecture will always fundamentally
lead to improved revenue and heightened
team morale. The importance of a strong
scheduling architecture is critical, because
a correct setup has a long list of benefits.
Factors that result in a streamlined
schedule architecture include:
* Using a proven schedule template
* Making sure the proper personnel are
in place to complete the schedule flow
* Identifying and removing unnecessary appointments
* Preparing for unexpected
appointments.
* Getting scheduling architecture in
place
The first step in preparing to implement
and enforce a successful scheduling system is
to honestly evaluate the practice. Room for
improvement is inevitable, and improvement
always leads to more satisfactory results for
the practice and for the patients.
Look at the scheduling template as a
whole-specifically, how it's set up. If the
proper template for the office isn't utilized,
often other things that are done correctly
won't operate at their full potential.
Begin with a simple observation: Does
the time allotted for each appointment type
accurately reflect the actual amount of time
the average appointment takes?

If one appointment type is scheduled to
be completed in 30 minutes, but consistently
takes much longer, patients scheduled later
in the day will be forced to wait.
The opposite case has its own ramifications: If a specific appointment type
consistently takes less time than its scheduled
slot, employee productivity won't be at its
maximum. That extra time will eventually
add up-time that could have been used to
fit more patients into the workflow.
Staffers aren't the only ones who work
from the daily schedule, of course. If clinicians aren't completing certain appointments
in a timely manner, it may be worth investing
in extra training in those areas, or adjusting
the schedule accordingly.
Tip: Set up the schedule using 10-minute
increments, and adjust the length of time of
each appointment type upward or downward
as the practice's averages become evident. If
the team is precise with the schedule, patient
flow will be maximized and additional work
potentially could fit into a day.

How quantity can affect quality
It's also important to consistently keep
track of the demands that come with the
overall number of patients being seen.
No good comes from being understaffed
and trying to see more patients than the staff
can realistically handle. Hiring additional
clinicians is well worth the cost if it expands
practice capacity, ensures employees aren't
overworked and keeps team chemistry intact.
Another key factor is choosing the right
person to handle scheduling for the office,
and ensuring that person is properly trained.
He or she should easily and effectively
communicate with patients, have an in-depth

If the team is
precise with the
schedule, patient
flow will be
maximized and
additional work
could potentially
fit into a day.

orthotown.com \\ OCTOBER 2016

37
http://www.orthotown.com
Table of Contents for the Digital Edition of Orthotown October 2016
