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MFO Scheduling Systems. Purpose of Scheduling Systems. Smooth flow of patient traffic Maximize resource and staff Minimize patient waiting. How to Choose a System?. Type of practice Time Management Preference of the Provider Age of Patients Accommodate Emergencies Walk-Ins

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Presentation Transcript

Purpose of scheduling systems
Purpose of Scheduling Systems

  • Smooth flow of patient traffic

  • Maximize resource and staff

  • Minimize patient waiting


How to choose a system
How to Choose a System?

  • Type of practice

  • Time Management Preference of the Provider

  • Age of Patients

  • Accommodate

    • Emergencies

    • Walk-Ins

    • Cancellations

    • No-Shows

    • Late arrivals


Streaming
Streaming

  • Allocate a standard unit of time, e.g. 15-minute blocks

  • Allocate 1 to 3 time-units depending on type of visit. For example:

    • New Patient: 2 units

    • Consultation: 3 units

    • Complete Physical Exam: 3 units

    • Minor Illness: 1 unit


Pros cons of streaming
Pros & Cons of Streaming

  • Simple to schedule and manage

  • Less efficient – staff idling (but staff like it to use the time catching up paperwork and etc.)

  • Work well with give-and-take, e.g. some procedure may take 20 instead of 15 minutes while some other may take just 10 minutes.


Double booking
Double Booking

  • Used in practices with several staff members to work with patients. E.g. a dentist with multiple chairs

  • Multiple patients get a same appointment time

  • Can be very efficient, but requires careful monitoring


Clustering
Clustering

  • Same types of patients or procedures scheduled at certain time block

  • E.g.

    • Physical exams in AM

    • Surgeries on Wednesdays

    • New mothers on Tuesdays at OBGYN

  • Increased staff efficiency


Wave

  • For a practice with several procedure rooms a large staff.

  • Multiple patients are scheduled at the top of the hour. The first group of patients go through the process

  • Walk-Ins and later arrivals go through in the second-half of the hour


Pros cons of wave
Pros & Cons of Wave

  • Requires precision planning

  • Possible staff idling and staffing conflicts

  • Long wait for patients


Modified wave
Modified Wave

  • Alternate of Wave

  • Patients who require longer time served at the top of the hour

  • Followed by single appoints with less time requirement for each 10-20 minutes in the second half

  • E.g. a new patient are scheduled at the beginning of the hour followed by minor examination such as suture removal

  • Walk-in and late arrivals are accommodated


Open hours
Open Hours

  • First-come, first-served

  • Patients are seen throughout the day, e.g. emergency room


Overbooking
Overbooking

  • Scheduling more patients than a physician can see within reasonable time

  • Avoid this except emergency


Resources
Resources

  • Contemporary Medical Office Procedures By Doris Humphrey

  • Medical Assisting By Lucille Keir, Barbara A. Wise, Connie Krebs

  • Great Tips For Patient Appointment Scheduling By Michael Reynard, M.D.


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