Wait List Functionality - Streamline Add to Wait List & Access to Patient File/Contact Details

  • 6
  • Idea
  • Updated 2 years ago
  • Under Consideration
Hi There

We use the Wait List (W/L) function frequently throughout the day. In some ways, we have found this function to be very user-intuitive, and in other ways we've found it to be a little clunky.

- Adding patients to the W/L: our usual process is to use the Right-click function to schedule a patients' next appt. If we can't find a time for them, it's at this step that we need to add them to the W/L. We have already selected Make Next Appointment for them from the Right-click menu on their name, however to add them to the W/L we have to select Add to Waiting List and search their name again. This seems clunky to me. Could there be an item on the W/L Right-click menu that allows us to add the patient that we are searching an apt time for?

- Contacting Patients on the W/L: We love the function that automatically bolds a listing on the W/L when a potential appt time opens up within their parameters set. Currently, it is very easy and streamlined to simply make that appt for the patient (double-click takes you directly to the window for making that appt or the next available which is a great feature), however 99 times out of 100, we need to call or at least contact the patient first to confirm they still want to make that time. Could some functionality be added that gives us a more streamlined approach to contacting patients on the W/L first (preferably phone number/SMS/email), before adding them directly into that appt?

- W/L Dates & Parameters: my staff are still having trouble clarifying the date options when adding patients to the W/L. In the Preferred Dates section, rather than having drop-down calendar options spanning from and to, could we instead simply have 2-3 months of calendar embedded onto the form (take away the drop-down cals) that we can simply click the days/weeks we want with option to extend the calendar further if need? We are finding that currently, for example, to add a patient to just one day on the W/L its a 2-step process of selecting the start date, and then the end date (which are the same date). Which, again, seems a bit clunky.
The Wait Until Next Appt function is good but not perfect, as it means that the patient goes onto the W/L for the same day of the appt made far into the future which is not useful as we already have them booked that day, and the W/L item remains bold as if a new time has been found for them. It would be better if it was up until even just the day before the appt was made.

I hope this is all clear. Please let me know if I can clarify anything further.
Thanks
Ella
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Enerchi

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Posted 2 years ago

  • 6
I agree with all points on this list! 
It would also be good if the ones that had expired would grey out or would prompt us or something so we know some action needs to be taken?  Perhaps the patient would need to be recontacted or put on recall for instance?
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Anna & Val

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I agree with this, would be so much easier to add people to the waiting list from the right click function
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Kim Austin

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I would like to add another issue to the waiting list function. We have rules set up to shade times for the practitioners breaks (morning/afternoon tea) and also rule out some time slots to give the practitioners a "catch up".  When Front Desk states there is a time found for the patient on the waiting list it lists times that have been ruled out. It should only offer times that are "free".
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Timothy, Business Care Manager

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Hi Kim. The waiting list will only offer appointment suggestions appropriately if your Appointment Book rules are setup correctly. Go to System Information > Appointment Book > Rules and double-click any rules referring to the breaks or catch up time.

If you notice a tick in "Available for Scheduler/Waiting List/Booking Gateway" then the waiting list will offer appointments in this time frame.



If the rule indicates unavailability ensure that this box is not ticked. Be sure to do this on any rules that specify unavailability and the waiting list will be able to offer suggestions accurately. Give it a try and see how you go :)
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Kim Austin

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Thanks!
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Timothy, Business Care Manager

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Hi Ella. Thank you for your post and for taking the time to clearly detail your feedback. We agree that your suggestions would make valuable enhancements and we will work towards improving the Waiting List functionality in a future update.

(Edited)
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Enerchi

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That's great! Thanks Timothy.
Warmly
Ella