Archive for the tag 'patient appointment reminder'

Which Medical Appointment Reminder Suits your Practice; the Email Reminder or Telephone Reminder?

July 14th, 2009


When you decided to become a private practitioner you probably started out with a handful of patients. Appointments were easy to keep track of and you probably thought that your medical receptionist was the most efficient front desk receptionist available. You knew each patient down to their dog’s name and so did everyone in the practice.

Your practice has probably grown since then and keeping track of your patients and their appointments is becoming more of a challenge for both your patients and especially for your medical receptionist. You can help ease the burden on your front desk receptionist and the rest of your medical staff by investing in an email reminder or telephone reminder. A telephone or email reminder will remind patients of their appointment either online or via a telephone call according to your preference.

The success of your reminder service will directly affect the success of your practice. Deciding on which type of appointment reminder service will suit you best will be influenced by your practice and your patients. Check your patients’ personal records for their contact information. If most of them have email addresses then an email reminder would be suitable. If most of your patients do not have email addresses then a telephone reminder would be more logical.

You ought to consider the type of practice you are running and the type of people you receive as patients. If majority of your patients are elderly or from poor neighborhoods, an email reminder may not reach as many of your patients as you would like. Even if these patients had email addresses they would not spend much time surfing as they either cannot afford to or do not know how to. An email reminder would be suitable in a practice where the patients have access to the Internet and check their emails regularly.

Doctors should also consider the preference of their patients. Some patients will be irritated by receiving telephone calls reminding them of appointments at regular intervals. Such patients would much rather have an email reminder sent to their email addresses. Others would prefer to be alerted via telephone as they are probably prone to forgetting about their appointments easily. This is especially true for elderly patients.

Both a telephone and email reminder are only 90% effective. No doctor can be assured 100% of the successful delivery of all reminders on either service. A telephone reminder may not be delivered as the patient may not answer the telephone. An email reminder may not be read as the patient may fail to check his or her email in good time.

It is therefore advisable for a doctor to invest in both a telephone and email reminder. It may seem expensive in the beginning but the returns will be well worth it. Both services are inexpensive to maintain and working together will guarantee you a more successful delivery. Your patients can even choose the reminder service they prefer.

Headline: 24/7 Virtual Receptionist Is the way to go for your Practice!

July 1st, 2009

How many times have you said to yourself – I wish I had a polite, friendly, receptionist around the clock to field calls from my patients and customers? We all have the same problem. None of our employees want to be sitting in the office at two in the morning answering phones. It’s late, it may be unsafe, and people get irritable. The problem is – it may be the middle of the night when our customers or patients need us the most.

Don’t worry- the solution is here! Our 24/7 virtual receptionists does so many things and costs so much less than hiring and retaining staff to answer the phones. First of all, the 24/7 virtual receptionist doesn’t get tired. She maintains the same friendly demeanor around the clock. She can also be programmed to speak in a number of different languages – in case your clientele requires that. Perhaps most importantly, the 24/7 virtual receptionist can triage calls and enable the caller to get in touch with whomever they need to very quickly. With simple menu options, callers can get in touch with the doctor on call or get answers to any other emergencies they may have. But the upside to the 24/7 virtual receptionist doesn’t stop there!

Not only does the 24/7 virtual receptionist answer your calls in a friendly way, and triage the calls –she can do something even more. She can automatically call your customers and patients and remind them of upcoming appointments. She will do it in the same friendly voice, and in any language you want. This saves your office staff from having to take care of these calls during normal business hours instead of doing more productive tasks. All of this- and you won’t have to pay for health benefits or deal with the added stress of more employees because your virtual assistant can take care of all of these tasks.

And, there’s more. The virtual assistant can happily direct your patients or customers to an interactive website where they can make their appointments around the clock and even add in personal information. Of course, the personal information is safeguarded with the highest security standard. What’s more – patients can add in their insurance information and any other personal notes they would like to send to the doctor.

As for you, you can now – through google sync – sync up your appointment and calendar book with any handheld device you have. Wow, you can have access to everything you need within a moment, simply by looking at your handheld device!

In a few easy steps, all of your contacts, and appointment information can be synced up with your blackberry, I-phone – or any other device. And – get this – you won’t even need Internet access to view your calendar at any hour of the day. You will be able to view all of the information – 24/7- regardless of whether or not you can get online.

Don’t Let “I forgot” ruin your practice. Get Appointment Reminder Service!

June 22nd, 2009


“I forgot”. How many times do you hear from that from your patients (if you’re a doctor) – or other clients if you own or run a small business? It happens all the time. Just think of how many hours your staff puts in simply reminding patients and clients about their appointments. It is dozens of hours a week. That’s hundreds of hours a year. These are hours that the staff could be using to make the practice better, or improve the customer service. Well, fear not, because with your virtual assistant and appointment reminder service – all of these problems are a thing of the past.

Above and beyond patients and clients forgetting about appointments, keep in mind those who call your office and become quickly annoyed. Many times, patients and clients have to be put on hold. Occasionally, whomever answers the phone in your office will be having a bad day, and that translates in tone to patients and clients. Between being put on hold, and dealing with a potentially angry staff member, there’s a risk in annoying your patients and clients! That’s why an appointment reminder service is vital to every medical practice and any small business who deals with appointments.

It is simple, easy, and much cheaper than paying someone to call patients and remind them to come in. With the appointment reminder system, everything is done electronically. Patients and clients will hear a friendly, calm voice telling them about their upcoming appointment. The friendly voice will also direct them to other services and even direct them to an interactive website where they can enter in all of their information. Not only are you getting an self-service online appointment scheduler, but it links in with a round the clock online system. This way patients and clients can go online and enter in insurance information, appointment preferences, and even send a note to the practice! This is personalized, convenient service at its best. And, the patients can do it all in the comfort of their own homes – anytime day or night! Patients like it because the automated patient reminder is fast, efficient, and doesn’t waste anyone’s time. Office staff like it because they don’t have to spend valuable time confirming appointments and you will like it because it will cut down on “no-shows” and help the bottom line!

Keep in mind all of the options you will have as well. The appointment reminder service can be programmed to say whatever you want it to say, in any language you want to say it in! And, clients and patients can log in and set up future appointments 24/7 as well. All of this for a fraction of what you pay office staff to perform these duties. And don’t forget, all of this syncs up through google sync with your handheld device so you will know exactly when you can fit in an extra appointment and exactly what your day looks like at a glance!

Why online appointment scheduler serve your better with Google Calendar Sync?

June 17th, 2009


How many times have you said to yourself – I wish I had internet access right now? We all do it. We are all tied to the internet in many important ways. If you’re a doctor – or any other small business person (hair salon employees and therapists come to mind) you need to have access to your schedule 24/7 whether or not you have internet access. You need to know when you’re clients are coming in, when you can take a break, and when you can fit someone in at the last moment.

Well, you’re in luck. 24/7 online appointment scheduler is the way to go for you and your patients and customers. They can log onto the internet at anytime of the day or night and make appointments. They can also send you notes, provide insurance information and do any number of things to improve the patients or clients’ experience.

As for you, you can now – through google calendar sync – sync up your appointment and calendar book with any handheld device you have (BlackBerry, IPhone or any smart phone) Wow, you can have access to everything you need within a moment, simply by looking at your handheld device!

Fill in your Gmail login information insider your scheduler account, all of your contacts, and appointment information can be synced up with your Google Calendar and can be then viewed on your blackberry, iPhone – or any other smart-phone device. And – get this – you won’t even need internet access to view your calendar at any hour of the day. You will be able to view all of the information – 24/7- regardless of whether or not you can get online.

Sometimes you’re so busy you can’t get onto the internet. Or, you may not have internet access in your office. Or, you may be traveling. Or, you may simply not want to log onto the computer! Well, there is no reason to fear. There is still a way to see all of your appointments at a glance. The reason: with 24/7 online appointment scheduler with google calendar sync- once you sync all of the information onto your handheld, fear not! You will be able to see all of your appointments and contacts regardless of whether you have internet access at the time! This is an invaluable resource because no matter where you are you will be able to check your appointments and see your calendar at a glance on your handheld device! Imagine when you’re traveling and can’t get internet access – or if you’re just too busy to log on. All of the information will be at your fingertips – on your handheld.

And, as an added bonus, google calendar sync will also synchronize all of your contacts. You will be able to access this information anytime and from anywhere in case of an emergency or the need for a change. This is a wonderful resource for doctors, small business owners, and patients!

Virtual Receptionist Combines Online Scheduler For chiropractors, massage and spa services

June 9th, 2009


Many people who have come across virtual receptionists and online schedulers mistakenly believe that they can only be used within the doctor’s private practice. After all, the designers and distributors of the all-in-one virtual receptionist and scheduling software mostly target doctors and dentists in private practice. However, such scheduling software is also widely used by healthcare facilities such as chiropractors, massage and spa services.

In fact the all-in-one virtual receptionist and scheduling software were designed with features that serve this healthcare service sector. An example is that in a chiropractor’s office, spa and massage service center, patients or clients who seek treatment in these areas usually require recurrent or multiple follow up treatments. Recurrent appointment feature in the virtual receptionist and online scheduler saves user’s time and is therefore very much appreciated.

Chiropractors, masseuses or spa managers can set their own schedule. The scheduling software allows you to customize your appointments. You will therefore be able to easily define the appointments to your specific service, location, time and son on.

If your business have been plagued by appointment no-shows by clients, the solution is available. The appointment reminder software can be set to remind you of scheduled appointments either online or on your phone. With the inclusion of the Google calendar sync in the online appointment scheduler you are in no danger of forgetting or double booking your appointments. Google sync allows access to Google calendar. You will be able to synchronize your private and professional appointments and set online and mobile phone reminders for them.

Your virtual receptionist can also be your marketing tool. Patients and clients appreciate being called back for follow up appointments or being reminded about appointments for further treatment. The patient appointment reminder will automatically call back your patients and clients and alert them about upcoming appointments or the need to arrange for follow up appointments. Clients who may have forgotten to book appointments or not have made up their minds to book follow up appointments may do so as a result of the reminder.

The virtual receptionist will also be a relief to not only your staff but also your patients. The online appointment scheduler allows for self-service patient appointment scheduling. Your patients will not have to come all the way to your office just to book an appointment. With the self-service patient appointment scheduling service, your patients and clients can book appointments in the comfort of their own living rooms at any time of the day or night. The process is simple and involves no paperwork. Your clients and staff will enjoy a decongested reception and your staff will be able to assist the clients in the reception better. A reduction in paperwork will mean better organization in the practice and more time to deal with emergencies and other matters that may require attention from your staff.

Turn “uh-oh no-show” into $$$ with automated reminder service

May 21st, 2009


Some doctors insist on letting their own staff to make patient reminder calls instead of using reminder service! They believe such calls make the service more “personal”.

Is it really better, for patient or for medical office, if a reminder call is made by staff (or more “personal”) than automated system?

Let’s face it. We all live busy lives, and none of us have too much extra time for small talk. The last time my doctor’s office called me to remind me of an upcoming appointment the receptionist began with, “Hi, how are you feeling?” It was a very nice sentiment – but one in which my busy day, I don’t have time to be engaged in. I was very nice, but a call that should’ve taken 10 seconds, ended up taking 3 minutes. And, really- who wants to waste anytime let alone speaking to a receptionist at your doctor’s office?

Vice versa, I am pretty sure there are receptionists that get caught into an undesired long conversation by patients bring up issues that are beyond their control. “Can you tell doctor that I still have this pain over…”. “How comes the medicine I took is not working…”.

It got me to thinking – wouldn’t that a receptionist’s time be better served talking to patients in person at the office and not bantering over the phone? And, wouldn’t it make more sense for the receptionist to be doing something more productive for the practice?
And, that’s where the idea of the automated reminder service comes in.

A reminder service automatically calls patients and reminds them of their appointments. With the virtual system in place, the call is made on time and is quick and easy. Patients like it because you’re not taking up their valuable time. And, there is a hidden benefit for the medical practice as well.

The hidden benefit is by using a reminder service – you are actually cutting your cost and increasing revenue. Why? First of all, you are turning potential “no-shows” into returning patients. The more patients you can maintain in your practice, the more your revenue increases. In addition, this frees up your live receptionist to do more important business around the office. For example, because the automatic reminder service is handling reminding patients about their appointments, the receptionist can focus on attracting new patients. Attracting new patients is something an automated system may not do – but reminding current patients of their appointments is absolutely something the virtual service can and will do effectively. And, when no-shows at your medical practice go down and customer satisfaction goes up because of the automated reminders – you have struck gold!

And all of this, without perhaps alienating your patients by unnecessary small talk or – even worse – by being put on hold during the appointment reminder process. The automated reminder cuts down on many different things that could adversely affect the patient’s experience.

And, there is one more thing to keep in mind as well. An automated appointment reminder system can be programmed to do many different things. Calling and reminding patients of their appointments is just one small aspect. Imagine programming the system to speak in the language the patient speaks – automatically! Or, imagine the automated reminder system calling to remind patients about prescription refills or other necessary items that could impact their health? There are many different uses for the virtual reminder system – all of which help bring in more patients and help keep your current patients satisfied. And, when your patients are happy, the practice is happy because chances are those patients are telling their friends what a wonderful office experience they had!

Online Medical Office Assistant Technology Is a Great Business Solution

April 19th, 2009


Are you considering using an All-in-One virtual receptionist for your medical practice? Is it a good time now to consider your overall technology needs within your medical practice?  If you feel your own medical office is out of step with technology, what should be done to improve your office efficiency?

Online an All-in-One virtual office assistant offers numerous features that will certainly elevate your practice into the 21st century as far as your telecommunications are concerned; At a fraction of the live agent cost, you can expect an virtual receptionist to performe most of your medical front desk tasks. To name a few; making patient reminder call, dispatch emergency call and believe or not, talking to patients in natural language and set appointment for them. 

There are vendors of software designed specifically for the medical community and as you are upgrading to an online medical office assistant service you should investigate other forms of technology to improve upon office organization and performance. If ever there were a business practice that lived up to the motto “time is money” it would be the medical field. Better use of time through technology means your staff will be operating at peak performance.

There is no better time to take the final step into a computer literate environment for your office then when you are in the process of introducing a virtual receptionist. Your staff will be excited by the new technology and if they are even somewhat literate with computers and certain software applications such as windows OS’s or other basic programs, they will adjust to new software applications you introduce at once with your remote reception service.

Once you start to investigate various technologies for your medical practice, someone within the office should be responsible for keeping up to date with these programs and upgrades. They would act as your in-house IT go to person if there were operation questions, quick fixes required etc. It might even be prudent to send one of your trusted employees or even yourself for classroom training to become current with new technology and Internet based software applications in general.

The thing about computer technology and becoming accomplished with it is it takes a basic understanding of how computers work and some fundamentals of software applications – web based and off the shelf. The more you work with it the more comfortable you will become. Before you know it, your staff will not only be enjoying their lightened workload due to the new virtual medical office assistant online but they will also develop into skilful medical software virtuosos!

A Simple Way of Running a Successful Medical Practice during This Recession

January 10th, 2009


‘Money is the root cause of all evil.’ Being flat broke should then be better, right? Well, don’t answer because I already have the answer to that. As the world painstakingly goes through the paces with a pulse whose strings gets tighter every day the outcry is almost everywhere. The number of people being laid off has reached some of its highest levels in recent times. Talk about foreclosures and that sends a shiver down the spines of many. It is not only here in the US but even on the sandy beaches of Seychelles, Mauritius and the Kenyan coast; people know there is something wrong with the economy.

Unfortunately almost all the sectors are affected; from the ones offering basic commodities to the luxurious services sectors. The medical profession also has had a fair share of its woes. People making appointments are on the decline as more people try to postpone or put off completely that appointment with the doctor that does not seem so necessary. For others the appointment is very necessary but the worries that characterize many lives today make them forget this important meeting with their doctor.

Sounds strange? Well, it should not as it has been shown through research that when you are worrying about something a lot you may forget some other important matters. People need a reminder service especially when many pressing matters are going through their minds.

As a doctor you may have noted that you are losing a lot of revenue from patient no-shows. Don’t watch as you business goes under especially when you know that your patient could be missing appointments out of forgetfulness. Invest in a reminder software or telephone reminder service. With this you can help both your practice and your patients.

You can even get a multilingual appointment reminder to cater for all your patients. Less will miss their appointments out of forgetfulness as they worry about other pressing matters.

Online appointment reminder software does not requires installation on your computer and it sends reminders automatically to all the patients that have an appointment with you at a certain date. The reminder software works in such away that the patient is well informed in good time that there is an upcoming appointment with the doctor. It helps the patient schedule things well in advance to avoid last minute rush. As the day nears the patient will still be reminded of the nearing appointment.

Your live receptionist can (although it is not necessary) physically call the patient to remind him of an appointment when it is due in a few hours, say under 24 hours. By doing this your staff will be freed from repetitive and sometimes boring duties. The phone reminder will do that as your staff engages in other more important matters that the soft ware can not carry out. Thus ensuring a more efficient practice and more satisfied patients!

Take advantage of this excellent reminder software today. See your practice maneuver through these difficult times but ensuring you reduce on the number of patients who don’t show up. Let the patient appointment reminder remind your clients to do business with you! Who would not want such kind of staff?

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