Explanation:
Appointment-Plus | The Benefits of Online Appointment Scheduling | 5
1. monetary savings.
The time savings experienced by a facility can translate into monetary savings, as both staff
time and services translate into expenses and revenue, respectively. As staff resources can now
be directed at other tasks, a scheduling system can eliminate the need for a staff member to
work overtime or for management to hire new staff members to handle the work overload
created by the appointment-scheduling process. In the latter scenario, the savings could be
quite significant, as an average yearly salary of a medical office administrative assistant is
$36,000 (according to Indeed.com).
Additionally, the aforementioned automated appointment reminders can also create monetary
savings by reducing the number of “no-shows” who fail to make their scheduled appointments.
Surveys have shown that these types of reminders can decrease this number by 50 percent.
Let’s assume that the value of a single appointment at a medical facility is $175 dollars, and that
facility averages five “no-shows” each day. This equals $875 in lost daily revenue. Now, if the
number of “no-shows” was reduced by half by utilizing online appointment reminders, the
facility would save around $437 each day in lost revenue.
2. 24-Hour Convenience.
Scheduling appointments over the phone usually requires an individual to phone in during
office hours, as few facilities offer round-the-clock phone
booking. This is an inconvenience for most patients, as
they too are working at this time. Additionally, many
individuals prefer to schedule their appointments online
rather than over the phone. An online scheduling system
allows for 24-hour scheduling, not just during normal facility or office hour.
3. TIME SAVING
Staff spends less time on the phone booking and
managing appointments, thereby freeing up their
schedule for more important and pressing tasks.
Booking individuals also save time, as they no longer
have to commit a part of their busy schedule to calling
their medical, healthcare or wellness provider (or
remain on hold, which adds minutes to the scheduling
process).
As an example, let’s look at a large medical facility
that typically schedules approximately 100
appointments daily. Each appointment call is fielded
by an administrative support staffer, who spends an
average of four minutes on the phone. This equates to
an average of 400 minutes—or almost seven hours—
of time spend each day just to booking appointments over the phone.
4. Features and functionality.
Although some features and functionality come standard with
some scheduling systems, they can vary widely among the many service providers. A current
analysis of both current and future needs can help facilities in the selection process. Creating a
specified workflow typically requires the most time in the analysis process, and a provider
should utilize the services of a team of specialists experienced with multiple variations of
scheduling processes.
5. Professional services.
Medical, healthcare and wellness facilities oftentimes have unique
scheduling needs that stretch beyond the standard functionality of the system, as stated in the
above. This is especially true of facilities with multiple locations, large numbers of staff and
patients/customers, and a high volume of appointments. Many providers do not offer the
professional services necessary to accommodate these needs. Inquire on what the provider
currently offers and its limitations for customization and advanced services.
6. Security.
As mentioned in the HIPAA compliance section above, security is a must when it
comes to an online scheduling system. Reputable providers
incorporate the latest security measures and practices, such as
secure server databases, data storage and back-up procedures,
processes related to failover and federal regulations, as well as
the aforementioned HIPAA-compliant practices.
7. Cost.
The cost of an online scheduling system for medical,
healthcare and wellness facilities typically is determined by the
scope of the operations and what the software will be used for. Smaller facilities may require
just a basic set-up with a nominal monthly fee. Larger facilities and centers, however, typically
will require more than just a basic subscription, especially if they utilize professional services, as
mentioned in the above bullet item. Recognizing this, some scheduling providers offer a more
cost-effective monthly package to accommodate the high usage and multiple locations
common with most of these operations. (These costs would otherwise add up quickly .
