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Patients are causing therapy delays. How can you maintain a smooth schedule?

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Managing patient flow is a critical aspect of practice management. When patients cause therapy delays, it can disrupt the entire schedule, leading to longer wait times, stressed staff, and unsatisfied clients. It's vital to identify the factors contributing to these delays and implement strategies to mitigate them. By maintaining a smooth schedule, you can enhance patient satisfaction, improve the quality of care, and ensure the efficient operation of your practice. The following strategies can help you address the challenges of therapy delays caused by patients and keep your practice running on time.

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Desiree' S. Frantz

RN, BSN
André Ribeiro Ramos

Manager, Mentor, Market and competition analysis, Market indicators and customer bases/segments

1 Streamline Check-In

To minimize delays, streamline the check-in process. Implement a system that allows patients to fill out paperwork online before their visit. This not only speeds up the process but also reduces the time spent in the waiting room. Ensure that your front desk staff is trained to quickly and efficiently handle patient arrivals, verify insurance details, and confirm appointments. A smooth check-in experience sets the tone for the entire visit and can significantly reduce overall wait times.

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Desiree' S. Frantz

RN, BSN
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In a hospital setting it is best to set expectations at the time of check in and maintain the same expectations throughout the hospital stay. Update the patient regularly on their plan of care and time frames. Explain patient care before and during care.

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Yanira Romero Navajas

Consultor Independiente
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Puede ayudar pero no es el factor crítico. Las demoras no se presentan porque haya incapacidad del personal de recepción o de falta de tecnología o que la documentación para acceder a la consulta sea engorrosa de llenar.

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Natalia Dapner

Consultora Financeira | BPO Financeiro | Especialista em Gest?o Financeira na área da Saúde
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Geralmente descontrole com a agenda é falta de gest?o de tempo do profissional, o ideal é identificar a necessidade do paciente e organizar a agenda de acordo com o tempo do atendimento. Importante manter aten??o ao paciente, porem com gest?o eficiente do tempo. Organiza??o da agenda garante nao só qualidade no atendimento como no fluxo de caixa.

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Ana Flavia Bittencourt

Farmacêutica | Acessoria Científica | Representa??o Comercial | Consultoria Cannabis Medicinal | RDC 660
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Simplifique o check-in: simplifique o processo de check-in usando formulários on-line ou check-ins pré-agendados. Isso reduz o tempo gasto com a papelada na chegada, permitindo que os pacientes iniciem as sess?es na hora certa. Agendamento eficaz: espace os compromissos para permitir atrasos inesperados. Considere agendar pacientes com histórico de atrasos no final do dia ou em horários em que os atrasos n?o atrapalhem outros compromissos.

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2 Effective Scheduling

Effective scheduling is paramount. Overbooking can lead to significant delays, so it's crucial to find the right balance between accommodating as many patients as possible and allowing sufficient time for each therapy session. Use historical data to anticipate no-shows and late arrivals and adjust your scheduling accordingly. Consider implementing a policy that addresses late arrivals, such as a cut-off time after which patients may need to reschedule, to keep your day on track.

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André Ribeiro Ramos

Manager, Mentor, Market and competition analysis, Market indicators and customer bases/segments
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We are able to better schedule appointments through a self-care application, where the patient chooses the slots available for booking, and when canceling an appointment, these slots are made available to other users.

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Yanira Romero Navajas

Consultor Independiente
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Establecer un tiempo límite para la espera es una estrategia que funciona para que los pacientes sean conscientes de cumplir el horario y de esa manera no se congestione el consultorio. El plazo máximo de 10 minutos de espera no aporta a la calidad de atención del paciente.

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3 Patient Education

Educating your patients about the importance of punctuality can have a significant impact. Clearly communicate your scheduling policies, including the consequences of late arrivals and no-shows. Encourage patients to arrive early, especially if they're new or require additional time to prepare for their session. Remind them regularly of their appointments, using phone calls, texts, or emails, to reinforce the importance of timely attendance.

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Yanira Romero Navajas

Consultor Independiente
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Súper efectivas estas alternativas. Recordatorios usando todas las vías de comunicación hace que el paciente se programe con suficiente tiempo para evitar que los imponderables causen cancelación de la cita. Los pacientes aprenden a valorar más el tiempo que perdieron cuando no llegaron a tiempo a una cita médica y tuvieron que esperar mucho más para lograr una nueva.

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4 Manage Expectations

It's important to manage expectations both for your patients and your staff. Let patients know if there are any anticipated delays as soon as possible and offer alternatives such as rescheduling if the wait will be too long. For your staff, create a culture where time management is prioritized and ensure they have the tools and training needed to handle delays effectively. This proactive approach can help maintain a positive atmosphere even when schedules are disrupted.

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Yanira Romero Navajas

Consultor Independiente
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Si estoy de acuerdo. En la medidas en que se le informé al paciente de cualquier retraso en la atención, esté lo valora como empatía. Sinembargo si los retrasos se presentan con mucha frecuencia como suele suceder todo lo logrado en términos de concientizacion de la puntualidad se pierde.

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5 Leverage Technology

Leverage technology to reduce delays. Automated appointment reminders can decrease the number of no-shows and late arrivals. Use practice management software to track patient flow in real-time, allowing you to make adjustments on the fly. Consider implementing a self-service kiosk for check-ins to expedite the process further. Technology can be a powerful ally in keeping your schedule running smoothly.

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Yanira Romero Navajas

Consultor Independiente
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Muy útiles, fáciles de usar y convenientes para la programación. Inclusive pueden mostrar todas las alternativas de horarios y fechas que se pueden tener en citas. Además permiten la cancelación o reprogramacion.

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6 Contingency Planning

Always have a contingency plan for when delays do occur. This might include having a buffer between appointments or designating a staff member to handle overflow. Develop protocols for quickly addressing unexpected situations such as patient emergencies or last-minute cancellations. By being prepared for these eventualities, you can minimize their impact on your schedule and maintain a steady flow of patient care.

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Patients are causing therapy delays. How can you maintain a smooth schedule?

1

2

3

4

5

6

1 Streamline Check-In

2 Effective Scheduling

3 Patient Education

4 Manage Expectations

5 Leverage Technology

6 Contingency Planning

Practice Management

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Patients are causing therapy delays. How can you maintain a smooth schedule?

1

2

3

4

5

6

1 Streamline Check-In

2 Effective Scheduling

3 Patient Education

4 Manage Expectations

5 Leverage Technology

6 Contingency Planning

Practice Management

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