Imagine how frustrating: you need to use a certain room in the clinic, let all colleagues know about it, but a communication failure happens and when you arrive at the place, the room is already being used.

This has certainly been one of the concerns of health professionals who work in large clinics where there is a variety of rooms. So that this problem does not recur and does not hinder the functioning of its activities, Ninsaúde Apolo created the scheduling functionality by room.

What is room scheduling?

Room scheduling is a feature that allows, during scheduling, the secretary to select the room in which the service will be performed, making the room reserved and thus no other professional can use it unless a fitting is performed.

You can check out our article "Uncomplicate your clinic with Ninsaúde Apolo's appointment by room", and thus be aware of all the details about the tool. Below are some of the advantages brought by using room scheduling.

Avoids confusion and wasted time

At the beginning of this article, we exemplify one of the situations that can be avoided by scheduling rooms, which is the fact that, when going to use a certain room, you realize that it is already in use.

Imagine the inconvenience that this situation can cause: the frustration of the health professional, who ends up having their care delayed, the embarrassment of the patient, who ends up not understanding anything in the face of a situation that shows disorganization of the team, and of course, waste of time.

Convenience for room information

In the medical agenda of Ninsaúde Apolo, it is possible to view the schedules of each professional, and the schedules of each room. Therefore, when a room is occupied, when viewing the schedules by room, the schedule shows who the health professional occupies the place, as in the image below:

If a health professional needs to attend to a patient in a certain room and time, the secretary will be able to observe in the agenda which rooms are being used, and by whom, and thus redirect patients so that they are attended at times when the rooms are free.

Possibility to book rooms

Just like the medical agenda, where patients' schedules are inserted, in the agenda per room there is also a timetable, that is, the pre-established opening hours.

In this timetable, it is possible to define which professionals will attend in a certain room on a specific day and time of the week. Take the example:

Note that on Mondays, during the morning, the room in question is reserved for the health professional Dr.Emiliano. Therefore, when scheduling a patient the secretary tries to select this room for the use of another health professional, the action will not be possible, as the room is already reserved.

Possibility to block rooms

When the room has a problem with its equipment, needs maintenance, cleaning, or will undergo a renovation, users of Ninsaúde Apolo can block this room, so that it is not used.

The blocking functionality, called an Event, is also present in appointments in general and can be used when a health professional participates in a congress, meeting, or is on vacation.

By blocking the rooms, you avoid unpleasant surprises and ensure that all users of the system are aware of the reason for their blocking. Note in the example below:

Note that this room has the "Maintenance" warning, and where scheduling should be, only lines are visible that make it impossible for the user to schedule any patient.

In the example above, the room has been locked all day, but the lock can also be done at a certain time, allowing the room not to be used at just a specific time, and at other times, to be released.

In the example above, the room has been locked all day, but the lock can also be done at a certain time, allowing the room not to be used at just a specific time, and at other times, to be released.

Greater control over room rental

Many clinics usually rent their rooms to professionals who come from abroad, and with that, it is necessary to be attentive so that there is no confusion, as mentioned at the beginning of this article.

It is important to note that the agenda per room is dependent on the general agenda to be able to record the schedules, that is, the health professional must have a register within Ninsaúde Apolo so that the schedule is registered with the patient's data.

However, there is nothing to prevent the clinic administrator from using the room block to control room rent, and thus issue reports with important information about the use of these rooms. Ninsaúde Apolo has three types of reports for this functionality: the schedule report by room, occupation by room, and occupation by professional.

If the room is rented to a professional outside the clinic, just block the name of that professional in the description. When using the reports, you can issue a "schedule per room" type, define the period, service unit and select the room, so that you know what dates that particular room was used by a certain professional.

With the report "occupancy per room", when defining a period and selecting the room, it is possible to know how many hours were occupied with events (blocks) in that specific room. The report also presents the number of hours used in appointments in that particular room, which can be useful to assess the performance of the clinic's professionals.

Now that you know all the details about the Ninsaúde Apolo room scheduling, you can start using it in your clinic.

Did you like the functionality but are not yet a Ninsaúde Apolo user? Get in touch with our sales team through the apolo.app/en/ website and request a demo!