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What is the best way to schedule patient follow-up appointments?

Patrick J Saine¹, Suzanne M Baker

¹Dartmouth Medical School, Hanover, New Hampshire, USA. patrick.j.saine@hitchcock.org

Joint Commission Journal on Quality and Safety

|October 21, 2003

Abstract

Background:

What is the best way to schedule follow-up appointments? The most popular model requires the patient to negotiate a follow-up appointment time on leaving the office. This process accounts for the majority of follow-up patient scheduling. There are circumstances when this immediate appointment arrangement is not possible, however. The two common processes used to contact patients for follow-up appointments after they have left the office are the postcard reminder method and the prescheduled appointment method.

Methods:

In 2001 the two methods used to contact patients for follow-up appointments after they had left the clinic were used for all 2,116 reappointment patients at an ophthalmology practice at Dartmouth-Hitchcock Medical Center. The number of completed successful appointments, the no-show rate, and patient satisfaction for each method were calculated.

Results:

A larger number of patient reappointments were completed using the prescheduled appointment procedure than the postcard reminder system (74% vs 54%). The difference between completed and pending appointments (minus no-shows) of the two methods equaled 163 patients per quarter, or 652 patients per year. Additional revenues associated with use of the prescheduled appointment letter method were estimated at $594,600 for 3 years.

Summary:

Using the prescheduled appointment method with a patient notification letter is advised when patients do not schedule their appointments on the way out of the office.

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