In this article you will learn how to:
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Workflow #1: Scheduling an Appointment and Waitlisting for Preferred Time Slot
Use this workflow when a patient wants to come for a visit on a date or time that is currently occupied, but there's another time slot that suits.
- Example: Amy wants to see you for Coolsculpting on Monday morning, but Monday morning is already occupied.
1. Find availability when your patient can come (even If it's not ideal) and create an appointment for your patient at this time. This allows you to have an appointment on the calendar while you wait for availability when your patient would prefer to schedule.
2. While creating the appointment, leave the appointment status as Scheduled. This ensure the patient will receive automated communication emails (e.g. appointment confirmation, appointment reminder) and texts.
Be sure to hit the button to send an update email so that your patient receives automated communication emails/texts.
3. Select the checkbox Add to waitlist? in order to the patient to your waitlist.
4. In the appointment notes, be sure to leave a comment specifying the patient's preferences for scheduling.
5. Next time your calendar opens up, you can check for waitlisted patients by clicking the icon on the calendar.
6. You'll be able to see patient preferences from your Notes section in the appointment window. If you see availability that accommodates your patient's preference based on the notes, you can reschedule their appointment.
7. To open the patient's appointment for rescheduling, click the magnifying glass icon in the waitlist.
8. Change the date and/or time of the original appointment via the scheduling details at the top of the appointment.
9. Deselect Add to Waitlist? and click Yes to confirm removing the appointment from the waitlist.
Workflow #2: Waitlisting for a Specific Date and Time
Use this workflow when a patient requests an appointment for a specific date and time which is already scheduled and it makes sense to double booking two patients for the same time slot.
- Example: Patient needs urgently to be seen on a specific date and time. The patient already in that time slot has not yet confirmed and frequently reschedules.
1. Create an appointment for the chosen date with the status of Waitlisted. The calendar will show you that the slot is occupied, but If the patient doesn't confirm you have another patient who can come at this time.
Note: the automated communication emails are not sent out for appointments with status Waitlisted.
2. If the original appointment for this time slot gets cancelled or rescheduled, you can contact the person for the waitlisted appointment.
3. If the patient for the waitlisted appointment confirms that they want this time slot, update the waitlisted appointment’s status to Confirmed.
Video
Content Timelines per Minute:
00:00 - 1:10 - Waitlisting for a specific date&time
1:11 - 3:23 - Waitlisting without a specific date&time