MFO Scheduling Systems
Purpose of Scheduling Systems
• Smooth flow of patient traffic
• Maximize resource and staff
• Minimize patient waiting
How to Choose a System?
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Type of practice
Time Management Preference of the Provider
Age of Patients
Accommodate
– Emergencies
– Walk-Ins
– Cancellations
– No-Shows
– Late arrivals
Streaming
• Allocate a standard unit of time, e.g. 15minute blocks
• Allocate 1 to 3 time-units depending on type
of visit. For example:
– New Patient: 2 units
– Consultation: 3 units
– Complete Physical Exam: 3 units
– Minor Illness: 1 unit
Pros & Cons of Streaming
• Simple to schedule and manage
• Less efficient – staff idling (but staff like it to
use the time catching up paperwork and etc.)
• Work well with give-and-take, e.g. some
procedure may take 20 instead of 15 minutes
while some other may take just 10 minutes.
Double Booking
• Used in practices with several staff members
to work with patients. E.g. a dentist with
multiple chairs
• Multiple patients get a same appointment
time
• Can be very efficient, but requires careful
monitoring
Clustering
• Same types of patients or procedures
scheduled at certain time block
• E.g.
– Physical exams in AM
– Surgeries on Wednesdays
– New mothers on Tuesdays at OBGYN
• Increased staff efficiency
Wave
• For a practice with several procedure rooms a
large staff.
• Multiple patients are scheduled at the top of
the hour. The first group of patients go
through the process
• Walk-Ins and later arrivals go through in the
second-half of the hour
Pros & Cons of Wave
• Requires precision planning
• Possible staff idling and staffing conflicts
• Long wait for patients
Modified Wave
• Alternate of Wave
• Patients who require longer time served at the
top of the hour
• Followed by single appoints with less time
requirement for each 10-20 minutes in the
second half
• E.g. a new patient are scheduled at the beginning
of the hour followed by minor examination such
as suture removal
• Walk-in and late arrivals are accommodated
Open Hours
• First-come, first-served
• Patients are seen throughout the day, e.g.
emergency room
Overbooking
• Scheduling more patients than a physician can
see within reasonable time
• Avoid this except emergency
Resources
• Contemporary Medical Office Procedures By
Doris Humphrey
• Medical Assisting By Lucille Keir, Barbara A.
Wise, Connie Krebs
• Great Tips For Patient Appointment
Scheduling By Michael Reynard, M.D.