How OBGYN Practices Maximize Patient Capacity Without Adding Staff

By Chloe From Clearwave | September 4, 2024

OBGYNs are busier than ever. With patient numbers climbing steadily year after year, practices are feeling the pressure. It’s not just about finding ways to squeeze more patients into already packed schedules, it’s about finding smarter ways to work without burning out staff or compromising care.

For many practices, hiring more people isn’t always an option. Luckily, there are ways to see more patients without adding to your team. If you’re looking to grow your practice without hiring additional staff, streamlining your operations is key to making the most of every minute and keeping both your patients and your staff happy in the process.

How to Automate Check-In to Save Staff Time

One of the most effective ways to increase patient capacity is by implementing OBGYN patient check-in software. This technology can significantly reduce administrative burdens and streamline the patient intake process, allowing practices to see more patients in less time.

By automating patient check-in with OBGYN patient registration software practices can:

1. Reduce Wait Times: By allowing patients to check in and complete forms digitally, practices can dramatically cut down on wait times by 90%. This efficiency not only improves patient satisfaction but also enables the practice to accommodate more appointments throughout the day.
2. Improve Data Accuracy: Digital forms eliminate issues with illegible handwriting and reduce the likelihood of data entry errors, ensuring that patient information is accurately captured and stored.
3. Enhance Patient Experience: Modern patients appreciate the convenience of digital check-in processes, which can be completed from home or via user-friendly kiosks in the waiting room.
4. Streamline Workflow: Staff members can focus on more important tasks instead of manually entering patient data, leading to improved overall efficiency.

Complete Women’s Care of Alabama is a great example of how OBGYN practices are automating patient check-in to optimize staffing. This practice, with 8 providers seeing over 350 patients daily across two locations, implemented a digital check-in solution to manage high patient volumes efficiently.

The results were remarkable:

• 90% reduction in check-in times
• 95% patient utilization of self-registration
• 56% patient utilization of pre-registration with clinical intake
• 61% increase in monthly copay collections
• Average check-in time reduced to just 2 minutes and 4 seconds

These impressive outcomes demonstrate the transformative power of OBGYN patient registration software in maximizing patient capacity without adding staff. To learn more about how Complete Women’s Care achieved these results, read their story.

Use Online Scheduling to reduce booking management

Efficient appointment scheduling is crucial for maximizing patient capacity. OBGYN practices can implement several strategies to optimize their scheduling processes.

One option is to leverage advanced patient scheduling software to reduce phone traffic and staff involvement in booking, while improving scheduling efficiency. Solutions like Clearwave Scheduling use intelligent algorithms, such as SchedLogic™, to match patients with the right providers at the most appropriate times and even link appointments like imaging and annual visits. This smart scheduling takes into account your practice’s unique booking requirements including new vs existing patient booking stipulations, provider requirements and financial policies. 

By automating this process, practices can reduce idle time, minimize overbooking and ensure that appointments reflect both provider requirements and patient priorities. Additionally, features like online 24/7 booking and multi-language support can expand your practice’s accessibility, potentially increasing patient acquisition and satisfaction.

Maximize OBGYN Efficiency Across the Board

Building on the foundation of efficient patient check-in and scheduling systems, OBGYN practices can further maximize their patient capacity without adding staff by focusing on streamlining clinical workflows and enhancing overall patient experience. Here’s how:

Automated Eligibility Checks: Incorporating multi-factor insurance eligibility verification into patient workflows can prevent delays and billing issues. This proactive approach ensures that patients are directed to the right services based on their coverage, minimizing claim denials and improving the practice’s financial health. See why multi-factor eligibility verification goes beyond the automation provided by your PMS or other vendors.

Personalized  Communication: Offering patients multiple ways to interact with the practice – through automated patient messaging systems – can reduce the burden on staff while keeping patients informed and engaged. Find a solution that enables you to customize your automated communications to improve patient engagement and preparedness. 

Look for a solution that offers: 

• Various send options (via text, email or voice) to boost awareness
• Customizable send cadences to notify patients with higher convenience
• Message customization to increase relevance and response rates
• Digital pre-check links to increase patient preparedness prior to arrival
• On-demand reminders to reduce no shows, ensuring patients get the message.

Embracing the Future of OBGYN Practice Management

By implementing cutting-edge patient check-in and scheduling software, OBGYN practices can dramatically streamline their operations and get more done with fewer staff, even as their practice grows. These digital solutions not only reduce administrative burdens but also enhance the patient experience, leading to higher satisfaction, retention and ratings. 

As we look to the future, it’s clear that technology will play an increasingly crucial role in OBGYN practice management. The journey to maximizing practice capacity without expanding staff may seem daunting, but the rewards are substantial. OBGYN practices that take this leap will find themselves well-positioned to navigate the challenges of modern healthcare, delivering exceptional care to more patients while maintaining a sustainable and thriving practice.

Are you interested in learning more about how other OBGYN practices increased patient capacity without adding more staff? Dive into the case study, and learn how Complete Women’s Care OBGYN Drove a 90% Drop in Check-In Times.