Clinic booking and capacity planning system
The administrator selects the time of visit based on service, specialists and necessary equipment. The registration shows the conditions of preparation, documents and vacancies.
When registering a service, sending, insurance conditions, preparation and required specialist competence are checked in several places. It is not always clear to the administrator what kind of specification is missing. The patient waits longer for a suitable visit offer or is registered under inappropriate conditions. Later it is necessary to change the time or service and re-collect information.
How the solution works
- Check the conditions of the visit and the resources required
- Reserve a specific time
- Provide preparation and method of cancellation
- To offer the right patient when freed
- Register the actual arrival and reason for the absence
Key challenges
- Registration and eligibility checks require a lot of manual work
- Risk of absences and late cancellations managed late
Solution capabilities
Registration conditions
When registering a service, the necessary expertise, duration and resources of the specialist are checked. Sending and payer's confirmations are obtained from the respective systems, assessing their validity.
Linking the reservation to a patient's visit
Reservations accepted by phone and online are checked on the same clinic calendar. The time temporarily considered is separated from the finally confirmed visit.
Preparation and cancellation
The patient receives the instruction needed for a specific service and a convenient way to report that he will not arrive.
Selection of Expectants
Time is offered according to the priority set by the clinic, the fitness of the service and the possibility of preparation. Unequal use of the phone or internet does not automatically exclude the patient.
The History of Facts
Separates arrival, patient recall, clinic transfer and absence. These reasons cannot be combined into a single risk tag.
Business context
- Registration and eligibility checks require a lot of manual work
- When registering a service, sending, insurance conditions, preparation and required specialist competence are checked in several places. It is not always clear to the administrator what kind of specification is missing. The patient waits longer for a suitable visit offer or is registered under inappropriate conditions. Later it is necessary to change the time or service and re-collect information.
- Risk of absences and late cancellations managed late
- Reminders, cancellation of a visit, preparation check and waiting list are managed separately. The clinic learns too late that the patient will not arrive or is not yet ready for the service. The time of the specialist or equipment remains unused, although other patients wait. Administration no longer manages to offer the right time under the established conditions of registration.
- Registered visit meets the terms of service
- The patient hopes to get the right service at the agreed time. Verified specialists, equipment and preparation requirements help to avoid improper registration. Cancelled time can be offered according to established waiting rules, better using capacity and facilitating access to the clinic.
Core features
- Registration conditions
- Linking the reservation to a patient's visit
- Preparation and cancellation
- Selection of Expectants
- The History of Facts
Key integrations
- Clinic Calendar and Services Directory
- One reservation source, durations, resources and service conditions.
- Sources of Sending, Payers and Information
- Results of required checks and patient response.
Potential impact (%)
The ranges indicate an illustrative relative change in the metric under the stated assumptions. Results depend on the starting position and actual use of the solution. Percentages for different metrics must not be added together.
Registration error correction time
12–36%Decreasing
This illustrative scenario assumes that 30-60% of manual data entry and handover work can be addressed. That share is assumed to fall by 40-60%. Company data is needed to verify both the addressable workload and the resulting change.
Measure employee minutes to correct visits due to non-conformity of pre-determined condition.
Post-cancellation unused procedural time
3–16%Decreasing
This illustrative scenario assumes that 15-40% of the capacity metric is affected by allocation and preparation. That share is assumed to fall by 20-40%. Company data is needed to verify both the addressable share and the resulting change.
Count the minutes left unused after cancellation for the procedure, separately indicating the time to visit.
Share of registration requests received at the correct time of visit
1–4%Increasing
Sample initial portion - 70%. Assumption: 10-25% of the remaining cases involve unmatched registration of specialist and equipment; a solution would help resolve 20-40% of these cases.
Queries with a patient's accepted at the right time are divided by all comparable registration requests. The priorities set by specialists and the need for comparable service are maintained.
Conditional calculation scenarios. The assumptions have not been validated against client measurements.
When this solution is relevant
- Appointment booking must account for the specialist, room, equipment and the patient's preparation requirements.
- The cancelled time remains unused as staff are unable to quickly select suitable waiting patients.
Project scope and implementation
Registration rules are compatible according to service duration, specialists, facilities and patient readiness. If an existing calendar can manage these conditions and a list of waiting patients, its functions are used. Integrations ensure that cancellations and changes reach all registration channels.
Further development options
- Additional service groups and forecasts only after checking the quality of historical arrival states and reasons.