Purpose
To establish a standardized appointment scheduling system that maintains the high-touch, personalized care promise of concierge medicine while ensuring efficient practice operations.
Appointment Types and Duration
Regular Appointments
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Standard Visit: 30-45 minutes
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Annual Physical: 60-90 minutes
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Same-Day Sick Visit: 30 minutes
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Virtual Consultation: 20-30 minutes
Special Appointments
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After-Hours Access: Per membership agreement
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Home Visits: 60 minutes (including travel time)
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Executive Physical: 120 minutes
Scheduling Guidelines
Daily Schedule Structure
- Reserve 2-3 slots daily for same-day appointments
- Maximum 8-10 patient encounters per day
- Buffer 15 minutes between appointments
- Schedule administrative time daily (1 hour)
Priority Levels
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Emergency: Immediate response required
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Urgent: Same-day appointment
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Routine: Within 1-2 days
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Preventive: Within 1 week
Communication Protocols
Appointment Confirmation
- Send initial confirmation immediately
- Follow up 48 hours before appointment
- Final reminder 24 hours before appointment
After-Hours Protocol
- Direct cell phone access for emergencies
- On-call schedule for routine after-hours care
- Clear documentation of all after-hours encounters
Special Considerations
Member Status Verification
- Confirm membership status before scheduling
- Verify service coverage level
- Update contact information at each encounter
Scheduling Staff Guidelines
- Maintain detailed patient notes
- Document special requirements or preferences
- Track appointment history and patterns
- Monitor scheduling metrics monthly