Many physicians currently rely on a paper-based appointment system. However, as a practice grows, the process can become labor intensive. In addition, a paper-based system often doesn’t work well for a practice with multiple locations. Luckily, there are several software applications designed to help make appointment scheduling and confirmation a snap.
Eric Richard of StormSource Software describes their Appointment-Plus online appointment scheduling software as a convenient solution for physicians. He goes on to say that Appointment-Plus combines a really powerful scheduling system with a full appointment history database, including the physician’s notes on patients.
Because it is a web-based application, physicians need only an Internet connection to begin. Physicians can access the master schedule via Blackberry or iPhone. They can see their daily schedule, check patient notes and make changes to the schedule from anywhere.
Richards calls Appointment Plus “highly configurable” and explains that it works equally well for both small practices and those with multiple locations. Richard’s team, including a dedicated set-up coach, work with the clinic staff to determine their needs. They then help configure the system to “make sure it works” before customers buy it.
The system can be configured to schedule all appointments via the web or only allow existing patients to set up online appointments with specific doctors or appointments for follow-ups. The software is easy to manage from a staffing perspective and helps smooth out the appointment-setting process. After providing patients with the website address and a login, they are then able to begin making appointments online.
Online appointment setting gives patients several advantages, including privacy (no one can overhear them scheduling the appointment) and the ability to set the level of reminders they would like to receive. Patients can opt to receive reminders via e-mail or text.
The e-mail reminder system is fully automated and includes a “click to confirm” option, which eliminates follow-up phone calls and reduced the potential for missed appointments. Text messages can be set to arrive an hour before the appointment to remind patients to leave for the doctor’s office.
On the administrative side, there are access controls that allow the administrator to grant various permission levels. Therefore, a Physician’s Assistant might have access to the whole calendar, but cannot make changes to it.
Jon Ferrara CEO of Nimble LLC explains “we are way too busy” and it is imperative that schedulers have a way to remind people of appointments. For Ferrara, it is all about the 3 “Cs” - contact, calendar, and communication. Nimble is a web-based relationship manager.
Users can set defaults for how client wants to be contacted, whether it is by phone, e-mail or tweet. Currently, it is in the Beta stage and Ferrara is working with practice management system developers to design an API so the software can be used to schedule appointments.
Other software, such as Patient Appointment Manager by Atlas Business Solutions, is built on the idea that scheduling doesn’t need to be hard. Patient Appointment Manager makes it easy by offering doctors either a day or a week-long view of their schedule.
With Patient Appointment Manager Pro, patients can request appointments online. This way, patients can make appointments when it is convenient for them, even when the office is closed. Patient Appointment Manager Pro has the ability to store patient photos and can integrate the patient database with Microsoft Word to send out mailing to patients.
Comprehensive patient history reports make it easy to reschedule repeating appointments with a couple of clicks of the mouse. Sharing appointment information is easy with Patient Appointment Manager. More than one computer can access scheduling information at the same time and changes are seen instantly.
What all the software has in common is that it helps reduce the amount of time spent managing appointments by automating the reminder process, streamlining the appointment process and giving patients greater flexibility.
