Efficient Scheduling
3 Rules of Efficient Scheduling
1. Start at the top, and go down, or start at the bottom and work up, NEVER start in the middle .
2. Leave no white space in the provider’s time bar on left side of screen (i.e. most appts overlap 20 min).
3. Try first to schedule appointments with Dr. who did the exam, especially on large cases, unless it is better for the patient because of schedule, length till next opening, etc. If Doctor spends extra amount of time coordinating large treatment plan, he can add his name to saved Treatment Plan name to help team know who to try to schedule with. (We try not to encourage patients having to be marked to one see as specific doctor) We also discourage doctors from making special accommodations for just certain procedures.
Clarification
- It is the dentist's responsibility to customize his times so the office doesn’t run late.
- White times at end of appointments can be shorted to better Tetris the schedule except at end of shifts (i.e. lunch and end of day).
- Same day appointments are offered to all patients (often just limited with no promise of completing work).
- If a patient wants work completed same day, there is no promise but if they come sooner in the day there is a better chance they can get work done.
- During open hours, patients get priority attention- after closing time, team members get priority treatment.
- If there is room in Hygiene, scheduler puts CmpEx/PerEx or LimEx in hygiene in that order. If no room in hygiene, then only put LimEx in Dr's Schedule. (We want to keep Dr. schedule open for confirmed tx.)
- Exams in Dr. Schedule should be put in for "Choose Dentist" so the first available dentist can service the pt. and production.
- Always try to Tetris the schedule
- When Tetrising schedule, move LimEx to Hygiene if time available.
- When Tetrising, only move appt. once pt. agrees, with voice mail we can't move appt. yet, just leave note.
- If there are many short children appointments in one hygienist's schedule, Coordinator can work with all hygienists that day to move them around if helpful.