Pediatric Practice Appointment Scheduling Guidelines

Appointment Types and Duration

Well Visits

• Newborn (0-2 weeks): 30 minutes
• Well-child (2 months-2 years): 30 minutes
• Annual physical (3+ years): 25 minutes
• School/Sports physical: 20 minutes

Sick Visits

• Acute illness: 15 minutes
• Follow-up: 15 minutes
• Emergency slot: 15 minutes (keep 2 per day)

Special Visits

• ADHD evaluation: 45 minutes
• Behavioral consultation: 45 minutes
• Developmental screening: 40 minutes

Scheduling Priorities

Morning Slots (8:00 AM - 12:00 PM)

1. Well visits and physicals
2. Complex cases
3. Developmental screenings

Afternoon Slots (1:00 PM - 5:00 PM)

1. Sick visits
2. Follow-ups
3. Acute care

Buffer Times

• 15-minute buffer mid-morning
• 45-minute lunch break
• 15-minute buffer mid-afternoon

Special Considerations

Seasonal Adjustments

• Increase sick visit slots during flu season
• Add vaccine clinic slots during back-to-school period
• Schedule well visits during summer months

Emergency Protocol

• Maintain 2 daily emergency slots
• Reserve for genuine urgent cases
• Convert to regular slots if unused by 2 hours prior

Scheduling Rules

1. Confirm insurance status before booking
2. Collect basic symptoms for sick visits
3. Request arrival 15 minutes before appointment
4. Schedule siblings consecutively when possible
5. Book interpreters when needed

Cancellation Policy

• 24-hour notice required
• Late cancellation fee: $50
• No-show fee: $75
• Three no-shows: practice dismissal warning