Online Scheduling

Why Scheduling Patients Should Be Priority for Your Practice

Why Scheduling Patients Should Be Priority for Your Practice

11 Jan 2022
5 min

When it comes to scheduling patients, there are a few things that you can do in order to make the process more effective.

First, try to schedule morning appointments from noon backward and afternoon appointments from noon forward. This will help to ensure that the bulk of the day is scheduled out.

If there are morning or afternoon slots that don’t get filled, you can use those blocks of time much more efficiently by holding staff meetings.

Another thing that you can do when scheduling patients is to implement online patient self-scheduling. This is a great way to save time and money because it allows patients to schedule their own appointments online.

Studies show that the majority of patients prefer to schedule their own appointments online, and this can help to fill up empty spots on your schedule.

By following these tips, you can make the process of scheduling patients much more effective.

Best Practices for Patient Scheduling

As patients are increasingly comfortable with apps and online portals, it makes sense to allow them to schedule their own appointments by providing a patient-friendly online scheduling system.

Not only can this increase patient satisfaction, but it also allows your practice to reallocate some of the time front-office staff are currently spending scheduling, confirming, reminding, and rescheduling appointments by phone.

Here are some tips for setting up an online system for scheduling patients.

  1. Make sure your website is mobile-friendly.
  2. Use an online scheduling tool that integrates with your EHR.
  3. Offer online scheduling for both new and existing patients.
  4. Allow patients to schedule appointments 24/7.
  5. Send automatic appointment reminders via text or email.

By following these tips, you can make the scheduling process easier for both you and your patients.

A poster showing the reasons of why your practice should offer online appointment scheduling

(Take Your Medical Practice from Patchy to Profitable)

Utilize a Scheduling System That Works for You and Your Staff

Poor scheduling practices are one of the top reasons patients switch doctors. Utilizing a good scheduling system is key for any medical practice looking to improve efficiency and patient satisfaction levels.

When choosing a scheduling system, consider one that is user-friendly for both staff and patients alike. After all, no one wants to deal with a complicated software interface - especially when dealing with sensitive health information.

The best systems will also integrate seamlessly with your existing practice management software so as not to cause any disruptions or headaches down the line.

Lastly, look for features like automated appointment reminders which can help reduce no-show rates.

While it may take some time to find the perfect scheduling system for your needs, making the switch can have a hugely positive impact on both your staff and your patients.

Pro Tip: Utilize a scheduling system that works for you and your staff. Consider using Upvio, a software solution that not only prioritizes patient care but also provides detailed management of services, staff, locations, and shifts, preventing conflicts, double bookings, and excessive communication. Upgrade your practice's scheduling process and make it a priority with Upvio.

Key Takeaway: Consider a user-friendly scheduling system that integrates well with your existing practice management software to help reduce no-show rates.

Make Sure to Schedule Time for Walk-Ins and Emergencies

Sometimes unexpected visitors are just part of life. That's why it's important for businesses like medical offices to schedule time for walk-ins and emergencies.

While pre-scheduled appointments are great for efficiency, they don't always allow for the flexibility that real life requires.

By setting aside time each day specifically for drop-ins, you can ensure that everyone gets the attention they need – no matter how chaotic things might seem at first glance.

So next time you find yourself getting frazzled by an unscheduled patient or customer, remember that a little bit of inconvenience now could save someone a lot of stress later on down the road

Prioritize Their Needs When Scheduling Patients

When making appointments, it is important to keep patients' needs in mind. This includes their availability, scheduling preferences, and any special accommodations that may be necessary.

By taking the time to understand each patient's individual needs, you can ensure that they have a positive experience with your practice.

For example, if a patient has young children at home, they may need appointment times that are later in the day or on weekends when their spouse can watch the kids.

Or, if a patient has an unpredictable work schedule, they may prefer shorter appointments so that they can reschedule more easily if needed.

Special accommodations might include things like having extra time for new patients so that all of their questions can be answered thoroughly without feeling rushed.

By understanding and accommodating patients' needs whenever possible, you're showing them that you value their time and want to make sure they have the best possible experience at your office.

This can help build trust and rapport, which are essential components of any good doctor-patient relationship.

Key Takeaway: By understanding and accommodating patients' needs, you can build trust and rapport while ensuring they have a positive experience at your office.

Be Efficient With Your Time While Still Providing Quality Care

Remember that your time is valuable. You need to be able to use it wisely in order to see patients efficiently without cutting corners.

One way you can do this is by using an effective scheduling system. This will help ensure that everyone - from staff members to patients - is on the same page and knows what appointments need to be made and when.

Always keep patients' needs top of mind when making any decisions regarding their care. They should never feel like they are being rushed through or that their concerns are not being heard.

By taking these extra steps, you can provide quality care while still maintaining efficiency levels within your practice.


Medical software improves by leaps and bounds each day. There’s a lot of attention toward patient-facing technology innovations, but other advancements – particularly cloud-based healthcare IT platforms – now facilitate and optimize the daily management of a healthcare facility.

Scheduling patients is challenging. In many ways, it’s part science and part art.

The goal is to maximize the productivity and utilization rates of clinicians, doctors, and staff. But this important function also drives revenue and makes patient care more accessible.

Effective patient scheduling aims to decrease the amount of time that patients have to wait before they receive the care they need, and also maintain employee satisfaction among healthcare professionals.

Upvio offers the perfect solution for teams who need a reliable and efficient way to schedule patients. Our software is designed to help you manage your patient load easily while providing the flexibility to accommodate last-minute appointments.

Try it for FREE!

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