Appointments: Unlocking new possibilities
Problem Statement
The appointment management module is a cornerstone of clinic operations, particularly in IVF centres. While many clinics utilise it for basic scheduling, they may overlook advanced use cases that can significantly enhance operational efficiency. Are IVF centres optimising their waiting and consultation times? Is bulk scheduling for multiple days an option? Can doctors seamlessly block their availability for a transparent system? Is the appointment system fully integrated with the CRM and clinic website? These are crucial questions for any professional IVF clinic.
ARTis Solution
ARTis has developed a robust appointment management module designed to address a variety of scenarios, empowering clinic staff with the tools they need to streamline operations.
Schedule Appointments
At its core, ARTis offers an intuitive appointment scheduling interface. Users can select a specific doctor and date to view available slots, predefined in the Admin module. The system captures essential details such as the reason for the appointment, mode of consultation, and contact information. Upon scheduling, patients receive instant SMS and email notifications, and they can also view their upcoming appointments through the Patient Portal.
Reschedule Appointments
Appointments often need to be rescheduled, and ARTis ensures that this process is seamless. Patients receive timely notifications about their rescheduled appointments, keeping them informed at every step.
Appointment Cancellation
Cancellations are common, and ARTis not only records them but also logs the reason, providing valuable data for corrective actions. Patients are promptly notified of cancellations, ensuring they are always in the loop.
Appointment Status Update
Capturing appointment status at the time of the patient’s visit is crucial for managing waiting and consultation times. ARTis offers a mobile-friendly interface for front office teams to update status with a single click. The system tracks waiting times to enhance patient satisfaction and monitors consultation durations to analyze doctor-patient interactions. Analytics reports provide detailed insights, enabling clinics to identify areas for improvement.
Bulk Appointments
For patients requiring multiple visits over several days, ARTis allows bulk appointment scheduling. This feature is easy to use and ensures that patients receive a comprehensive schedule, helping them plan their visits effectively.
Appointment Blocking
ARTis provides the capability to block time-slots, a critical feature for planning doctor breaks or events. This functionality prevents the scheduling of appointments during blocked periods, reducing manual errors and ensuring smooth operations. Both doctors and the admin team can configure these blocking rules.
Appointment Queue Management
The Appointment Queue system offers numerous benefits. It displays the current day’s open appointments by schedule time and provides the option to play educational or promotional videos for patients. A scrolling broadcast message displays relevant information, enhancing transparency and patient satisfaction by showing real-time progress.
CRM Integration
ARTis seamlessly integrates with CRM systems and clinic websites via APIs. It provides a real-time view of available timeslots across all platforms, ensuring complete synchronization of data between the appointment system and CRM.
Patient Portal
The Patient Portal features a dedicated appointments page, where patients can view their upcoming appointments and plan their visits accordingly.
Conclusion
The ARTis appointment module goes beyond simple scheduling, offering a suite of advanced functionalities that drive efficiency and measure operational effectiveness. By providing a fully transparent system, IVF centres can significantly enhance patient satisfaction. The multi-channel communication capabilities and CRM integration streamline the patient journey, setting the stage for continuous improvement and excellence in care.
