Questions for the Receptionist

Abstract

Appointment schedules are usually available for at least 3 months in advance and in some practices for either 6 or 12 months. If a certain category of patients are to be seen every 6 months or once a year, you shouldn’t make appointments that far in advance unless there is a good mechanism to send out appointment reminders. Without recall reminders, you will have a high “no-show” rate. Even if appointment reminders (Fig. 6. 1) are used, you should keep a separate file for patients who require future appointments. Thus when reminders are sent to these patients, it is to make an appointment by calling the office, rather than to inform them that they already have an appointment booked. In this manner you are less likely to tie up appointment slots with people who will not arrive when expected. Computer appointment software should have such a “holding” file.