Urgent Care Appointment Scheduling System Template

1. Walk-In Management

Priority Triage Categories

• Level 1 (Immediate): Severe chest pain, difficulty breathing, severe trauma
• Level 2 (High Priority): Moderate trauma, high fever, severe pain
• Level 3 (Standard): Minor injuries, mild illness, routine concerns

Time Slot Allocation

• Reserve 60% capacity for walk-ins
• Maintain 15-minute buffer slots every 2 hours
• Maximum wait time targets:
  • Level 1: Immediate
  • Level 2: 30 minutes
  • Level 3: 60 minutes

2. Online Scheduling

Same-Day Appointments

• Allow online booking up to 4 hours in advance
• Require basic symptom screening
• Auto-generated arrival time assignments

Appointment Types

1. Quick Care (15 min)

   • Minor illnesses
   • Simple follow-ups
   • Rapid testing

2. Standard Care (30 min)

   • Physical exams
   • Multiple symptoms
   • Minor procedures

3. Phone Scheduling Protocol

Intake Questions

1. Nature of medical concern
2. Symptom duration
3. Previous urgent care visits
4. Insurance information

Schedule Management

• Maintain 20% capacity for phone bookings
• Implement callback system for peak hours
• Update EHR with pre-visit information

4. Resource Allocation

Staff Scheduling

• Minimum 2 providers during peak hours
• Flexible lunch breaks
• Overflow provider on-call system

Room Assignment

• Dedicated rooms for specific procedures
• Quick-turn rooms for brief visits
• Isolation room availability

5. Quality Metrics

Daily Monitoring

• Average wait times
• Patient satisfaction scores
• Resource utilization rates
• Schedule adherence

Monthly Review

• Pattern analysis
• Staff feedback integration
• Process optimization recommendations