7 Effective Strategies to Keeping Your Patients on the Schedule & Reducing Patient NO-SHOWS!

Scheduling dental appointments and keeping patients booked feels like an endless merry-go-round.

The good news is there are several simple strategies that you can implement today to help your practice schedule patients and keep them coming back!

• SCHEDULE ENOUGH TIME
• SETUP APPOINTMENT REMINDERS
• HAVE AN OPEN DIALOGUE
• EDUCATE PATIENTS
• OFFER CONVENIENCE
• SEEK PATIENT FEEDBACK
• FOCUS ON A RECARE SYSTEM

#1. Schedule enough time FOR YOUR patientS

Especially when you are scheduling new patients, you want plenty of time to create that first impression. But, that also goes for existing patients as well. You might not need quite as much time but you still need time to make them feel cared for.

The first step is getting your schedule blocks set for accurate times! As a team determine what amount of time is ideal. Do a time audit and see what works best for everyone.

Then setup SOP’s or guidelines for each procedure to ensure everyone is doing the same thing according to the times allocated.  This will help your team to avoid rushed visits and long waiting times. The whole idea making your patient’s visit seamless. What you want to avoid is making it harder for everyone to get their work done. 

Gives yourself enough time to talk to them about their care plus getting them rescheduled for the next opportunity.

#2. SETUP Appointment Reminders

Many of us are too busy, so you know that includes your patients.  Sending short and sweet electronic reminders can help ensure patients will show up to their appointments.

Consider using a hybrid of automated plus traditional methods. This includes reminding and confirming patient appointments via text message, email, and phone call. Find out what patients prefer!

Today there are many different programs and tools that will effectively manage patient communication.  Working with consultants like NEXT LEVEL CONSULTANTS can help guide you getting setup with the best front office systems.  Also, by asking your patients what their preferred method of communication, gives them a more personalized touch! Before you know it, they will be thanking you for the service you provide them.

#3. CREATING AN Open Dialogue with Patients 

Communication is so important. By helping patients understand what you’re actually doing with them in the chair, or how long procedures take, you provide a time table they can respect.  Giving them reasonable timeframes and expectations allows patients to be flexible and more understanding.

Give patients the opportunity to help you and your team succeed. For example, you can explain clearly the challenges that come with changing appointment times, showing up late, or not showing up at all.

Be sure to let them know there are certain days with more open availability. This may make it easier for them it find a time that works best. This allows patients to find times that actually are convenient for them and they aren’t press to make it work, cancelling in the future.

#4. Educating Your Patients About THEIR Oral Care

Seems basic enough right?  To clinicians it’s common sense! Educating your patients can go a long way when building trust with your patients and getting them scheduled for that next step in their treatment.  Again schedule enough time to talk. 

Emphasize the importance of routine visits and the impact oral health has on their overall health.  Display attractive educational materials in the waiting area and on your practice’s website. Provide them with pamphlets about procedures so they fully understand the benefits.

As always, encourage questions and provide genuine responses. Ask your patients in a very kind and friendly tone “do you think you can do that for me?” This reinforces that you really do care about their well-being. It also requires them a commitment from them to take action subconsciously. 

Visit NEXT LEVEL CONSULTANTS’ Dental Hygiene Growth Program for more info on how to effectively educate patients in your hygiene department!

#5. Offer Convenient Ways to Schedule 

When it comes to scheduling dental appointments, convenience is key.  Scheduling patients right after their cleaning or procedure is ideal. You want them in the chair thinking about their oral healthcare. Offer a range of times, including mornings, evenings, weekdays, and weekends. Accommodate your patients’ diverse and busy schedules. 

You should know if your patients have family members who also need care. Offer the option to schedule a multiple appointments at the same time for family members. This is a great way to optimize your patient’s time.  

Maintain a list of patients who are open to last-minute appointments. Having a “go-to” list makes it easier for team members to fill cancellations.

Find ways to create value and add incentives. Try implementing a rewards program that offers discounts or benefits. Patients who consistently attend their scheduled appointments can be rewarded!

Lastly, consider offering an online portal where patients can easily view available appointment times. Send links that allows them to schedule in one-click. Give patients convenient ways to schedule. at their convenience, even during non-business hours.

#6. Allow for Patient Feedback

At your dental practice, it’s important to encourage patient feedback–both good and bad. Encourage patients to provide feedback about their experience with scheduling and appointment management.  The open dialog allows patients to express their concerns with you directly rather than on Google Reviews in a negative way.

Meanwhile, listen to their concerns and suggestions and use the feedback to improve any potential issues that may be affecting patients from keeping their appointments.

#7. PERFECT & IMPLEMENT Recare Systems

Do you have a follow-up or recare system in place for your patients?  These systems are your saving grace for reminding patients to schedule their next appointment.  It allows you to be proactive all with the benefits of automation.  You can quickly implement these follow-up systems with approaches such as email, text, and phone call.  An average goal in a fairly stable community is 70% to 80% of active patients returning regularly for recare.  Quickly be able to identify patients that habitually miss appointments, periodontal maintenance patients, and other red flags will allow you to better care for and communicate with your patients.

Need Help With YOUR PRACTICE’S Scheduling?

When you are struggling to keep your appointment full, consider chatting with us for a complimentary practice consultation. If you need help getting your practice on the right track, our team of consultants are ready to collaborate. Click here to get started. We have worked with hundreds of offices on their dental appointment scheduling guidelines. Find out how we can help you!