Download worksheets here

IMPORTANT:  Under Construction.  Many links may be broken.

 

Table of Contents

• Online Appointment Scheduler
• Determine Your Policies
• Patient Categories
• Key to success!
• Important reminder!
• Resource Links

 

 

 

 

 

 

Online Appointment Scheduler

There are several ways you can create a scheduling system.  Most beginners start by going to Staples and purchasing a schedule book with several columns with time slots along the side. Some with larger startup budgets and plans may purchase a billing/scheduler combo software and integrate it into their computer network.

What we recommend is the IndeFree Online Appointment Scheduler. Not because we offer it but because it is truly the BEST way to manage your patient scheduling! This is why...
 

Benefits	Online Scheduler	Appt. Book (From Staples)	Software combo (with Billing)
Patients Schedule from Home	Yes	No	No
Patients Cancel, Reschedule from Home	Yes	No	No
Sends the Message of Professionalism	Yes	No	Not really
Easy to Use	Yes	Kind of but hard to lookup or find appts.	Yes
Affordable	As low as $6.59 per month	$30	$500 - $3,000
Grows with Your Practice	Yes	No	Maybe w/more costs
Check Your Schedule from Home	Yes	No	No

 

All you need is an internet connection (hi-speed recommended).
No software. No technical support.  No update fees.
Local back-up capable so you never have to worry about losing your data.

Come see how it works in real life. Click here.

 

Membership Packages
	Standard			Professional
	Express	Classic	Office	Silver PRO	Gold PRO	Platinum PRO
Schedules (max)	1	3	5	10	20	40
Personnel (max)	1	2	3	5	10	30
Service Locations (max)	-	-	2	5	10	20
Appointments (max)	Unlimited	Unlimited	Unlimited	Unlimited	Unlimited	Unlimited
Customers (max)	Unlimited	Unlimited	Unlimited	Unlimited	Unlimited	Unlimited
Advance Scheduling	2 months	4 months	6 months	12 months	24 months	36 months
Notification E-mails		yes	yes	yes	yes	yes
Custom Forms		yes	yes	yes	yes	yes
Recurring Appointments		yes	yes	yes	yes	yes
Rescheduling			yes	yes	yes	yes
Import and Export			yes	yes	yes	yes
Personalization				yes	yes	yes
Monthly Fee (USD)	$6.59	$14.75	$21.95	$45.99	$99.85	$159.99

 

Express: This membership is for self-employed individuals who need to manage their appointment calendars online. Express account is easy to setup and operate. It provides everything necessary to manage appointment scheduling for one person.

Classic: This membership works perfectly for self-employed individuals and family businesses with limited appointment scheduling needs. It supports several types of services, two personal appointment calendars and scheduling in advance for up to four months.

Office: This best-value membership has enough power to manage appointment scheduling needs of a small office, even with services distributed between two locations. Office membership is a great entry point into online scheduling for small business on a budget.

Silver PRO: This membership caters to small businesses and professional practices with up to five employees and up to ten different service types. Silver PRO supports personalization and allows appointment scheduling up to one year in advance.

Gold PRO: Professional membership for small business that have up to twenty employees and offer variety of services, as well as multiple service locations. Gold PRO membership allows appointment scheduling up to two years into the future.

Platinum PRO: Professional membership for medium-sized businesses, schools and Universities. With up to three years advance scheduling, forty service types, thirty appointment calendars, and all-inclusive features it is the most powerful membership level.

Back to top

 

 

 

 

 

 

 

 

Determine Your Policies

It's important to clearly define your policies and procedures in regards to scheduling because this is the one place you can communicate the value of your services. Outside of your marketing material there are not too many ways you can communicate the message of value and quality.  Essentially, what the patient is paying for that is of value is YOUR TIME.  I know you have fees to your "services" but technically you are selling your time.  You must clearly notify all patients in advance of your policies or don't plan on enforcing them, it's not fair.  Remember, if it's not written, it doesn't exist!

Recommended No-Show Policy:
When a patient fails to show for their appointment without any notice whatsoever the best course of action is to take down all their future scheduled appointments. If the patient returns they will have to start from scratch under a first-come-first-serve basis.  Three main reasons for this. Number one, they may have discontinued completely and keeping their future appointments will waste those appointment slots from those who need it. Second, it communicates to others your time is valuable and disrespecting it comes with a consequence. Third, it will decrease your number of no-shows dramatically, guaranteed!

Recommended Cancellation or Reschedule Policy:
If a patient cancels their appointment with a less than 24-hour advance notice charge them a fee. You should charge anywhere from $10 to $40.

Recommended Late Policy:
If a patient is more than 10 minutes late to their appointment, we recommend rescheduling them.  It's important to not only have this written in your policies sheet but have it posted at your front counter as well. See sample sign for front counter. We can't tell you how many patients will be upset but later come to respect you and your time more for having it.  We believe no policy is always black and white and this policy is no different. Part of the joy of owning your own practice is making your own rules and it's always good to exercise judgement.  It is okay to waive this policy for a "good" patient with no history of no-shows, cellations etc. if your schedule permits and no one else's treatment will be comprised.

In no case should you ever waive this policy for someone who complains and complains.  Do not reward those who do not respect your time or policy.  It will ruin your integrity in the eyes of your staff as well as the patient themselves. 

Back to top

 

 

 

 

 

 

 

Patient Categories

Not all patients are equal.  Not all will require 100% of your time. On the contrary, some may require only a minimum amount of skilled time. Therefore, it is good to have a system that categorizes the nature of the patients need to be "face-to-face" with you.

Our recommended categories are:

• Comprehensive - patient needing 60 minutes of your time
• Extended - patient needing 45 minutes of your time
• Intermediate - patient needing 30 minutes
• Brief - patient needing 15 minutes or less

 

 

Back to top

 

 

 

 

 

 

 

 

Key to Success

Stick to your policies.  We define "integrity" as your ability to do what you say.  Build integrity.

 

Back to top

 

 

 

 

 

 

 

 

Important Reminder

 

Communicate the value of your services through your policies.

 

Back to top

 

 

 

 

 

 

 

 

 

 

 

Resource Links

• Sign-up for the IndeFree Online Appointment Scheduler here.

 

 

Back to top