Efficiency and profitability are positively correlated. As one metric improves, the other often follows. This means that optimizing patient flow results in more efficient and profitable practice operations.
Efficient practice operations not only lead to stronger financial outputs but can also improve patient satisfaction and reduce patient turnover. In this article, we’ll explore how you can optimize patient flow by implementing scheduling best practices and streamlining your check-in and check-out processes.
Scheduling Best Practices
Patient flow optimization starts well before a patient enters your practice. Reworking your scheduling function results in effective appointment scheduling and reduces costly no-shows. Let’s cover four scheduling best practices.
Schedule Predictable Appointments On-Site
Medical and dental practices often schedule appointments months in advance. With appointments being predictable, your staff can schedule the next appointment right away. For example, regular teeth cleanings occur every six months. At the end of your patient’s appointment, ask them to schedule the next visit. Scheduling predictable appointments on-site not only ensures your patients are receiving regular and consistent care, but it can also help you fill your schedule and generate stable revenue.
Offer Online Scheduling
With technology use at an all-time high, it’s important to give your patients flexibility in the scheduling process. This can be done with online scheduling. Instead of having to call your office, patients can use online schedulers to find a date and time that fits their schedule. Online scheduling is very convenient for patients because they can schedule when they have the time in their day. It also frees up time in your staff’s schedule. Third-party platforms like ZocDoc can seamlessly integrate with your practice management system to ensure fluid communication and eliminate scheduling issues.
Send Text Reminders
Life gets busy, which is why text reminders are a great way to optimize patient flow and create efficient practice operations. Text reminders give your patients a heads-up about their upcoming appointments. If there is a scheduling conflict, your practice is notified in advance, giving you the opportunity to fill the slot to avoid lost revenue. In addition, patient reminders, such as pre-visit protocols, reduce the risk of appointment issues. There are countless automated software programs that can send text reminders with little to no work on behalf of your office staff, making it a great strategy to improve efficiency.
Have No-Show Procedures in Place
Having no-show procedures in place is another great way to optimize patient flow. Positive text reminders can be effective at improving practice operations; however, some patients may disregard them and their appointments. Having punitive charges and flexible scheduling are two ways to lower no-shows in your practice.
Streamlining Check-In and Check-Out
Effective practice management involves optimizing patient flow throughout the entire process, which includes your check-in and check-out procedures. Implementing efficient front-desk procedures and technology solutions not only makes it easier for your staff to manage patient relationships but also improves the experience for your patients.
Check-In Strategies
Patients do not like to be bombarded with paperwork the moment they walk into your practice. Instead, they may want to work through the documents on their own time. Giving patients access to online forms to fill out before their appointment eliminates the “rushed” feeling patients have when quickly trying to fill out information in your office. Providers like The Form Team offer online forms that look just like your paper forms. When choosing electronic forms, be sure they are user-friendly, easy to read, simple to fill out, and easy to send.
Check-Out Strategies
The check-out process is just as important. Not only is this your last interaction with patients before they leave your office, but it is also essential to safeguard your bottom line and patient records. Before a patient leaves your practice, take payment for the services completed. Take the time to explain any differences and don’t ask if they want to pay before leaving, but explain that your policy is to collect at the time of service. Many people view this as confrontational, but it does not have to be with a proper financial policy in place that outlines the financial expectations of the patient. In addition, inquire about scheduling the next appointment. Both of these tasks can improve your cash flow management and overall patient flow.
Summary
Are your practice operations optimized? If not, consider adding these scheduling, check-in, and check-out procedures to your regular processes. If you have questions about optimizing patient flow, please contact us.