Online Scheduling

Physician Scheduling Best Practices to Improve Your Practice

Physician Scheduling Best Practices to Improve Your Practice

11 Jan 2022
6 min

Scheduling patients can be a challenging task, especially if you're trying to avoid overbooking and double-booking appointments. And while cancellations and no-shows are inevitable, there are physician scheduling best practices to minimize their impact.

By following these physician scheduling best practices, you'll be able to run a more efficient and effective medical practice.

Let's get started!

How to Schedule Patients More Efficiently

In any business, time is money. This saying is especially true in the medical field where every minute counts.

When it comes to scheduling patients, efficiency is key in order to make the most of your time and see as many patients as possible.

There are a few physician scheduling best practices you can do to be more efficient.

1. Use a Scheduling Software

Good scheduling software will allow you to quickly and easily schedule appointments while also keeping track of important details like insurance information and appointment reminders.

2. Schedule Patients Back-to-Back

If possible, try to schedule patient appointments back-to-back so that there is no downtime in between. This will help you stay on schedule and avoid having open blocks of time that need to be filled.

3. Use Cancellation Policies

Have a strict cancellation policy in place so that patients are less likely to cancel their appointments at the last minute. This will help you avoid having open slots that need to be filled.

4. Follow Up with No-shows

If a patient doesn’t show up for their appointment, follow up with them afterward to find out why and see if there is anything you can do to prevent it from happening again in the future.

Further Reading:

Making the Most of Your Time With Each Patient

When it comes to providing quality patient care, time is of the essence. As a busy medical professional, you may not have much time to spare with each patient.

However, there are ways to make the most of your limited time and ensure that each patient feels heard and receives the care they need.

Start by asking open-ended questions to get patients talking about their concerns. This will help you understand what they're really looking for in an appointment.

Then, focus on active listening in order to really hear what they're saying. It's important that patients feel like you understand their needs before moving on to addressing them one by one. Try to address all of their concerns during the appointment, even if it means going over your allotted time slot slightly.

Finally, follow up with them after the appointment via phone or email to check in on how they're doing and see if they need additional help or resources.

Time management is key when caring for patients, but at the end of the day, making sure every single person leaves feeling better than when they arrived should be a top priority.

(Best Practices for Patient Scheduling)

Tips to Avoid Overbooking and Double-Booking Appointments

It's no secret that running a successful medical practice takes careful planning and coordination. One of the most important aspects of this is scheduling appointments efficiently to avoid overbooking and double-booking.

Here are some tips to help you stay on top of things.

1. Set Up a Schedule

This will help ensure that everyone knows when they're supposed to be available, and can plan accordingly.

2. Track Patient Appointments

This includes keeping track of cancellations and rescheduling requests so that you can fill any openings in the schedule quickly.

3. Be Flexible With Appointment Times

If someone cancels last minute or needs to reschedule, try your best to accommodate them so that they don't have to wait too long for their next appointment slot.

4. Have a Backup Plan

This could mean having an extra appointment slot or two available each day, in case of cancellations or emergencies.

By following these physician scheduling best practices, you can avoid the frustrating and chaotic experience of overbooking and double-booking appointments.

Key Takeaway: By being flexible and having a backup plan, you can avoid overbooking and double-booking appointments.

Dealing With Cancellations and No-Shows Effectively

It's inevitable that you will have to deal with patients canceling or not showing up for appointments.

While it can be frustrating, there are ways to minimize the impact on your schedule and make the best of the situation.

1. Be Understanding and Flexible When Rescheduling

Your patients' lives are busy and things come up unexpectedly. If they need to cancel or reschedule an appointment, try to be accommodating where possible.

There may be times when this isn't possible (e.g., if another patient is already scheduled for that time slot), but being flexible will go a long way in building goodwill with your patients.

2. Have a Solid Cancellation Policy in Place

This can help reduce the number of no-shows, as well as deter people from booking appointments they don't intend on keeping. Be sure to communicate your policy clearly upfront so there are no surprises later on down the road.

3. Keep Track of Patterns to Identify Red Flags Early On

If you notice a certain patient frequently cancels or doesn't show up for appointments, it might be worth having a conversation with them to see if there's a problem that can be solved.

Oftentimes, there is a simple explanation and once you address it, the issue goes away.

4. Don't Take It Personally

It's important not to take patient cancellations or no-shows personally—everyone has something come up in their life at one point or another and sometimes things just don't happen according to plan.

At the end of the day, what matters most is that you did your best to minimize the impact on the rest of your schedule and took the steps to ensure that the next time around ran as smoothly as possible.

Pro Tip: use Upvio appointment scheduling tools with user-friendly booking pages and reminder systems to reduce no-shows and increase patient experience.

Key Takeaway: Don't take patient cancellations or no-shows personally—everyone has something come up in their lives at one point or another.

Maximizing Productivity During Slow Periods

Slow periods are inevitable in any business. However, there are ways to maximize productivity during these times so that your team can be as productive as possible.

1. Take Care of Administrative Tasks

During slow periods, take the opportunity to catch up on administrative tasks that may have been neglected. This could include things like filing paperwork, organizing files, or preparing for upcoming appointments.

By taking care of these things during slower times, you can make sure that everything runs smoothly when business picks up again.

2. Use the Time to Plan Ahead

Slow periods provide a great opportunity to sit down and plan for future projects or goals. This planning will help ensure that your team is prepared and ready to hit the ground running when business is back in full swing.

Key Takeaway: Slow periods provide an opportunity to catch up on administrative tasks and plan for the future.

Further Reading:


If you're looking to improve your medical office, following these physician scheduling best practices is a great place to start.

By making the most of your time with each patient and minimizing the impact of cancellations and no-shows, you'll be able to run a more efficient and effective practice.

If you're looking for a way to schedule patients more efficiently, Upvio is the perfect solution. Our scheduling and telemedicine software is designed to help teams of all sizes manage their appointments and patient data more effectively. Plus, our easy-to-use interface makes it simple to get started with Upvio today.

So why wait? Schedule a free demo now and see how Upvio can help your team streamline its workflow!

Up the Ante with Upvio

Link copied