How to keep the medical agenda organized before and after holidays

Some commemorative dates, especially those that fall on business days and are considered holidays, end up somewhat disrupting the routine of health professionals, as it is necessary to organize the agenda very well so that unforeseen events do not happen.

For this reason, we will list below some tactics to keep your medical schedule organized, so that holidays can be used only for rest, and not for headaches.

Use medical software
Medical software is essential to organize your schedule and bring more agility when making appointments. Through the use of software, the health professional will have several advantages that he will not find using a physical (paper) diary, as it is easier to change a patient's schedule, locate him by name, and perform blocks on specific dates.

If you still do not use software, take the opportunity to visit Ninsaúde Apolo, management software that has, in addition to the medical agenda, other features, such as the electronic medical record, finance menu, and billing of health plans, among others.

Use the time block tool
The medical agenda of Ninsaúde Apolo has a tool called "Events". When creating a new event on the calendar, the user can choose whether to block it or just enter it as a reminder.

Here is a safety measure tip to avoid unpleasant surprises and keep the agenda more organized: at the beginning of the year, align with the secretary so that she can locate all the holidays for the next 12 months and thus prepare these blocks on the agenda. Blocking a date in Ninsaúde Apolo is very simple, and you can do it in two ways, see the example:

Use the online scheduling
Online scheduling is great for those who want to keep the schedule running even when the clinic or office is closed, such as on holidays or holidays. This is because online scheduling is available 24 hours a day, 7 days a week!

The Ninsaúde Apolo medical software has an online scheduling tool that is linked to the schedules of the software, that is, when a patient makes his appointment through the website, the Ninsaúde Apolo medical schedule is updated with his data, ensuring that that time stays reserved for him.

To use online scheduling, it is necessary to have a website, however, it can also be inserted on your Facebook fan page or even on your Instagram page. You can find out more details in our article on how to integrate Ninsaúde Apolo online scheduling to Facebook and Instagram.

Schedule email marketing as reminders
Through the email marketing available at Ninsaúde Apolo, the user can program the sending of personalized messages to different groups of patients, where they can use filters that facilitate the work of everyone in the clinic.

Reminders are important, because if the patient has scheduled a trip near the date of the appointment, he may remember to contact you to advise if it is necessary to reschedule the appointment.

Whenever a patient has an appointment in the system, an email can be triggered before or after the appointment, either to send a reminder or to send the registration form (for him to fill out at home), or even a satisfaction survey.

Use automatic scheduling confirmations
One of the common practices in clinics and offices is to confirm the appointment, one or two days before the scheduled date. In general, the secretary or receptionist needs to call or send a message to confirm that the patient will attend the consultation, however, users of software such as Ninsaúde Apolo can carry out these confirmations automatically.

Ninsaúde Apolo has confirmation via SMS and Whatsapp, and when receiving the message and answering it, the system automatically updates the scheduling status, without the need for any action by a user.

Take the example: let's say that a patient has an appointment for September 8, that is, one day after the Brazilian Independence holiday. In this case, when using automatic confirmation two days before the appointment, even if the patient responds only during the holiday, his status will be updated normally, as it will not be necessary for the secretary to update the status manually, after all, the system will do this automatically.

Keep an eye on the "Vacancy Alert"
The Vacancy Alert is a tool available at Ninsaúde Apolo, where patients who do not get an appointment for a specific date, can enter a kind of waiting list, and when on a certain date or time becomes vacant, the receptionist may contact you offering the new schedule.

Let's take an example again: let's say that coming close to the September 7th holiday, the secretary or receptionist sends automatic confirmations, and some patients who were scheduled for the 8th end up canceling the appointment because they will be traveling. With the appointment canceled, the time that has been vacated can be used by one of the patients on the waiting list, and best of all, it is possible to reschedule the patient through the job alert screen, which saves much more time in the reception.

So, did you like our tips? Keep following the blog for more content like this, and to stay on top of news from the Ninsaúde Apolo software.
Not a system user yet? Get in touch via the website or via Whatsapp by clicking on the icon on the right side of the screen, and request a demo.