3 Tips For Using Self-Scheduling to Boost Patient Acquisition in Healthcare

By Chloe From Clearwave | October 7, 2024 

In a time when convenience is king, healthcare practices are turning to innovative solutions to stay competitive. Enter self-scheduling: a game-changing tool that’s reshaping patient-provider interactions. By embracing self-scheduling in healthcare, practices aren’t just streamlining operations; they’re opening doors to increased patient acquisition, heightened efficiency and a dramatically improved patient experience.

Self-scheduling in healthcare refers to the ability for patients to book their own appointments online, without the need for phone calls or direct interaction with staff. This technology not only empowers patients but also streamlines the scheduling process for healthcare providers. Let’s explore three essential tips for leveraging self-scheduling to boost patient acquisition in your healthcare practice.

1. Implement a User-Friendly, 24/7 Booking System

The first step in harnessing the power of self-scheduling in healthcare is to implement a user-friendly system that’s available around the clock. This approach addresses one of the primary pain points in traditional scheduling: high phone traffic leading to dropped call and abandoned bookings.

Make booking accessible, anywhere, anytime, password-free.

Patients often think about scheduling appointments outside of regular business hours. By offering a 24/7 online patient scheduling solution, you’re catering to this need and capturing potential patients when they’re most motivated to book. By offering digital scheduling, in a way that’s password, portal and app-free, patients can easily get their appointments booked while they’re top of mind, so they can move on with their day. The Orthopaedic Group is a great example of how 24/7 scheduling can increase acquisition, with  45% of their bookings occurring after hours. Their Director of Operations shares, “The after-hours usage of the online scheduler is also huge for us in orthopedics, because that’s often when people are thinking about their ailments and looking for appointments. If we didn’t have the online, 24/7 option, we would not otherwise capture those patients.”

Take advantage of a user-friendly experience.

When implementing self-scheduling in healthcare, it’s crucial to choose a platform that prioritizes ease of use for patients.  Thomas Eye Group’s Senior Manager of Patient Experience recently shared that the ability to strategically customize their workflows to meet both patient and provider needs has helped them drive efficiencies with self-scheduling. Hear what she has to say and how you can apply the same technique.

2. Leverage Smart Scheduling Technology

The second tip for boosting patient acquisition through self-scheduling in healthcare is to use smart scheduling technology that offers customizable rules-based logic.

This advanced approach goes beyond simple time slot selection, incorporating complex logic that improves booking accuracy, beyond what can even be provided by staff over the phone. Director of Operations at The Orthopaedic Group says, “We were able to add any questions and additional information to our scheduling workflows. When patients book with our online system, we know it will be accurate, which isn’t something you can always guarantee in an over-the-phone interaction.”

What a Smart Scheduling System Looks Like:

A sophisticated scheduling algorithm, like Clearwave’s SchedLogic™, can perfectly match patients with the right providers at the right times. This technology takes into account various factors such as:

• Patient needs and history
• Provider preferences
• Insurance & financial booking policies

By using a customizable rules-based patient booking system you ensure that each patient is scheduled with the appropriate provider, increasing satisfaction and the likelihood of return visits. This level of personalization in self-scheduling can be a significant draw for new patients, boosting your acquisition rates. Thomas Eye Group saves 500 staff hours per year using online scheduling, their Director of Patient Access shares how they picked the right solution. You may find value in her advice, which also touches on the below ideas.

Integrate with existing systems.

To maximize the effectiveness of self-scheduling in healthcare, ensure that your chosen solution can integrate seamlessly with your existing Electronic Medical Record (EMR) or Practice Management System (PMS). This integration allows for the centralization of patient and provider data from multiple sources, enabling more informed scheduling decisions.

Incorporate insurance eligibility checks.

Another smart feature to look for in a self-scheduling system is automated insurance eligibility checks. Clearwave Scheduling, for instance, performs eligibility checks at the point of booking. This feature helps reduce errors and ensures that patients are directed to the right services based on their insurance coverage. By incorporating this step into the self-scheduling process, you can minimize scheduling mishaps and reduce backend staffing work for your administrative team.

3. Use Scheduling & Marketing Analytics to Refine Your Strategy

The third tip for leveraging self-scheduling to boost patient acquisition is to harness the power of data analytics. A robust self-scheduling system should provide valuable insights into patient booking behaviors and preferences.

Track key metrics.

To truly understand the impact of self-scheduling on your patient acquisition efforts, it’s essential to track key patient acquisition metrics. Look for a system that provides analytics on:

• After hours & last-minute booking rates
• The success of your marketing campaigns by channel
• New patient conversion rates
• The percentage of new versus existing patient bookings

Quickly determine which marketing efforts bring in the most patients and calculate your return on investment so you can adjust your strategies as needed! See how you can leverage the power of Clearwave and SocialClimb together to increase patient bookings and track the return on your marketing investment. 

Automate your waitlist.

To maximize booking efficiency and capture every potential patient, consider implementing a waitlist feature. Certain waitlists, like Clearwave’s NextUp Waitlist, automatically fills open time slots created by cancellations or rescheduled appointments. This feature not only improves practice efficiency but also enhances the patient experience by providing more scheduling options.

Continuously optimize based on data.

Use the insights gained from your analytics to continuously optimize your self-scheduling process. This might involve adjusting provider availability, refining the questions asked during the booking process, or modifying your marketing strategies to target peak booking times.

Bust Common Myths About Patient Scheduling to Get Your Providers on Board

Implementing self-scheduling in healthcare can significantly boost patient acquisition when done strategically. By offering a user-friendly, 24/7 booking system, leveraging smart scheduling technology, and using data analytics to refine your approach, you can create a scheduling process that not only attracts new patients but also improves overall practice efficiency.

Ready to transform your patient scheduling process and grow your practice? Download our free ebook, “The Top 5 Patient Self-Scheduling Myths Busted!” to learn how to overcome common misconceptions and uncover the benefits of patient self-scheduling.