How to Patient Scheduling and Appointment Management

Patient scheduling is the process of ensuring that patients get the required care at the appropriate time. Effective scheduling enables dental professionals to manage their time effectively. This also helps avoid long wait times, miscommunication, or overbooking.

When the dental administrative assistant (i.e., dental front office, receptionist, etc.) knows how to handle scheduling properly, the office runs so much smoother. Here’s an easy guide to help you understand how to manage client appointments.

Maintain a Scheduling System

The first step to good scheduling is having a reliable system in place. This may be on paper, but most dental offices use computerized scheduling systems. A scheduling system allows the office to keep track of appointments and how to reschedule if necessary and avoids double-booking. One of the first things you should learn when you are new in a dental office is how to navigate the scheduling system so you can manage appointments properly.

Confirm Appointments

It’s best practice to provide patients with reminder or confirmation calls the day before their appointment. Sometimes, patients forget appointments because of their busy schedules. Some offices now confirm via email or text messages instead of phone calls. A simple follow-up can remind the patient about his visit, keeping the schedule in order.

Allow Flexibility

Patients often call the office because they cannot make their original appointment time. Be flexible and understanding and always try to reschedule them rather than allow them to cancel. It is much better to fit the patient in at another time that works for them and the doctor right away rather than let them call back another time.

Manage Walk-Ins

Some patients may arrive unannounced, otherwise referred to as walk-ins. It is always prudent to have a plan for handling walk-ins. Squeeze in these patients if there is space or politely ask them to wait or come later. Handling walk-ins will allow them to avoid interfering with the appointments scheduled earlier.

Keep Records Updated

Keeping the patient records updated is necessary. If you confirm proper contact information, insurance information, and changes to their medical history in advance, it can make the day of the appointment much smoother.

Communicate Clearly

Effective scheduling requires good communication. Be sure your patients know when they will be seen, what they need to bring along with them, and how to prepare before their visit. Ineffective communication may also include failure to inform patients about appointment changes as soon as possible.

Conclusion

Good appointment management keeps everybody happy. Patients are happy because they do not have to wait too long to see the dentist and appreciate the appointment reminders. Dentists are better able to do their jobs effectively since they know they have allowed enough time for each patient. 
If you would like to learn more about how to work in dental healthcare and ensure the effective handling of these most critical skills as a Dental Administrative Assistant, consider choosing Northwest Career College for your higher education. Our top-of-the-line programs assure you of the most up-to-date training so that you can start working in this vital field.