Streamlining Patient Scheduling
Enhancing Patient Tracking and Scheduling Efficiency for a Therapist’s Office in Rochester, MN
Our client, a therapist operating a clinic in Rochester, MN, approached us with a need to streamline her clinic’s approach to managing new patient inquiries. She wanted to gain insights into her patient acquisition process while ensuring efficient scheduling and communication. Her specific goals were:
1
Enhancing Patient Tracking and Scheduling Efficiency for a Therapist's Office in Rochester, MN
- Identifying the primary sources driving new patient interest.
- Tracking and maintaining communication with incoming inquiries, including logging interactions and noting patient status.
- Evaluating team performance in handling and converting new inquiries.
- Understanding the timeline from first contact to establishing regular patient relationships to optimize the process.
- Increasing the number of inquiries converted to scheduled appointments.
2
Our Approach
To address these goals, we began by thoroughly deconstructing the clinic’s existing patient acquisition and scheduling process. This analysis allowed us to identify key milestones where progress could be tracked and instructional reminders could improve consistency.
3
Implementation of Progress Markers
We established progress markers, breaking the patient scheduling workflow into manageable stages. These markers allowed the clinic staff to:
- Monitor each step of the process.
- Identify bottlenecks or points of delay.
- Receive reminders about standard operating procedures (SOPs) at critical moments.
4
Custom Spreadsheet Solution
We developed a tailored spreadsheet system that enabled the clinic to:
1
Log detailed patient information, including contact status and follow-up notes.
2
Track patient progress through each stage of the scheduling pipeline.
3
Gain visibility into the performance of individual therapists in engaging and converting new patients.
5
Results and Benefits
Using the data entered into the spreadsheet, we were able to provide the client with actionable insights:
Identified the most effective marketing channels for attracting new patients.
Highlighted performance trends among therapists, helping to pinpoint best practices.
Increased the overall number of scheduled appointments by enhancing communication and removing inconsistencies.
Established a robust communication log to ensure no inquiries fell through the cracks.
Optimized the timeline from first contact to scheduled appointments, reducing delays.
6
Conclusions
By simplifying and structuring the patient scheduling process, we empowered the client to manage new inquiries with greater efficiency and clarity. This not only improved her clinic’s operational flow but also contributed to an enhanced patient experience, resulting in increased profitability.
