Orthodontic Appointment Scheduling Protocol

Initial Appointment Scheduling

New Patient Appointments

• Schedule 60-minute slots
• Collect preliminary patient information
  • Insurance details
  • Medical history
  • Previous orthodontic treatment
• Request prior records if available

Emergency Appointments

• Reserve 2-3 daily slots for emergencies
• Duration: 15-30 minutes
• Prioritize based on urgency:
  1. Severe pain/swelling
  2. Broken appliances
  3. Loose brackets/wires

Regular Treatment Appointments

Adjustment Visits

• Schedule 20-30 minute slots
• Frequency: Every 4-8 weeks
• Consider patient age and treatment phase

Major Procedure Appointments

• Bracket placement: 90 minutes
• Wire changes: 45 minutes
• Appliance insertion: 60 minutes

Scheduling Guidelines

Time Management

• Buffer 10% of daily schedule for unexpected delays
• Group similar procedures in specific time blocks
• Schedule complex procedures during peak staff hours

Patient Considerations

• School-age patients: After-school slots
• Working adults: Early morning/late afternoon
• Multiple family members: Consecutive appointments

Confirmation Protocol

Automated Reminders

• 1 week prior: Initial reminder
• 48 hours prior: Secondary reminder
• Day before: Final confirmation

Follow-up Actions

• Document all confirmation attempts
• Maintain waiting list for cancellations
• Record no-shows and late cancellations

Special Circumstances

Holiday Planning

• Adjust schedule 3 months in advance
• Prioritize urgent cases
• Communicate closure dates early

Inclement Weather Protocol

• Maintain updated contact information
• Establish notification system
• Have backup scheduling plan