Scheduling Mistakes Every Chiropractic Clinic Should Avoid

“Hi, please cancel my appointment for today! I won’t be able to make it.”

Chiropractic clinics often get this type of cancellation call from patients. It can be quite frustrating for clinics when patients cancel their appointments at the last minute. Sometimes, patients just don’t show up. Studies have shown that a majority of patients miss their appointments because they simply forget about their scheduled appointment. They need reminders so the scheduled appointment stays on top of their mind. In other cases, patients cancel their appointments because they have something urgent to attend to or have transportation issues. Whatever the reason is, missed and cancelled appointments cost your clinic a fortune. Appointments are at the heart of everything you do. If it’s not done effectively, it can have a huge impact on your revenue numbers. Check out this blog to learn what scheduling mistakes your chiropractic clinic should avoid and the solutions to keep your schedule full.

Mistake #1 — When clinics don’t know about patients’ communication preferences

Do you remind patients of their upcoming appointments by calling them? Or do you just send reminder emails a day before the appointment? Today, patients prefer to read text reminders rather than attend a call or listen to voice calls. If your chiropractic practice doesn’t inquire about the patient’s preferred method of communication for appointment reminders, you could be making a big mistake.

Solution:

It’s important to ask your patients right away how they want you to remind them of their upcoming appointments. The best time to ask this
question is when they fill in their intake paperwork. Chiropractic software integrated with the appointment scheduling solution automates the appointment booking, intake paperwork, and reminder process. zHealth scheduling software helps chiropractic clinics send email and text reminders, 48-hour and 24-hour before the scheduled appointment. With zHealth, you can automatically send a text reminder, minutes before the appointment time.

Mistake #2 — When you don’t take credit card details and get the patient’s signature on the cancellation policy

It’s crucial for patients to know the importance of each appointment. If you allow them to cancel appointments so easily, they will never follow their treatment regimen. As a chiropractic provider, you must inform your patients about the importance of chiropractic treatment and why
they should not cancel their appointments. Even if they do, they should pay cancellation fees.

Solution:

The best way to communicate about the cancellation policy is to have patients read the policy and sign it during the intake paperwork. With
digital intake using zHealth, you can easily ask patients to enter their credit card details that can be used to charge the cancellation fee in case they cancel their appointment.

Mistake #3 — Not using a Wait List in your clinic

When appointments are cancelled at the last moment, it gets frustrating for you and your staff. Using chiropractic software with a patient waiting list feature, you can avoid keeping a slot empty when someone cancels an appointment. A patient wait list allows clinics to send a message to patients who are waiting to schedule an appointment. They can quickly come to the clinic and get the treatment they need. Your schedule remains full even when last-minute cancellations happen.

Solution:

An automated wait list tool in chiropractic software allows clinics to quickly contact patients waiting to schedule an appointment on the
same day. Your schedule remains full and your revenue numbers are on track.

Mistake #4 — Not sending information about you and your clinic to new patients

“New Patients” are at a higher risk of canceling appointments. New patients don’t know much about your providers and practice. When new
patients cancel their appointments for the first time and you don’t charge them any cancellation fee for that, it can grow into a bad habit of missing appointments in the future.

Solution:

To avoid missing new patients on the day of their appointments, it is recommended to send a personalized text or email to them. You can
introduce your provider, what you provide, and how you can help them get better. This will set the stage for a good patient-provider relationship. Here is a sample introductory message that could be sent to new patients:

Mr. John, this is Doctor Paul Smith at Chiropractic Care Clinic. I am looking forward to meeting you during your first appointment on 30th July 2022 at 2 pm in our clinic. If you have any requests, please let us know so we can make your first appointment comfortable for you. Thanks!

Mistake #5 — When you forget to schedule follow-up appointments

You may have existing patients who have been recommended to come to your clinic twice a week or twice a month. When you don’t schedule a follow-up appointment before the patient walks out the door, you might be losing revenue.

Solution:

It is recommended to schedule the next appointment before your existing patients leave your clinic. Chiropractic appointment scheduling
software makes it easier for you. When you complete the patient note and treatment is done, just click a button to schedule a follow-up appointment or recurring appointments. Let the software take care of reminders and appointment confirmations.

Conclusion

Scheduling mistakes could result in the loss of revenue. Start using chiropractic practice management software integrated with a scheduling
solution to avoid the aforementioned costly mistakes, streamline your practice’s schedule, and improve the bottom line.

Avoid Scheduling Mistakes with zHealth Chiropractic Software

zHealth is an all-in-one practice management software for chiropractors. zHealth offers one integrated scheduling software that allows
clinics to:

• Book appointments with just a few clicks.

• Send email and text reminders.

• Send invoice email and accept payments online.

• Set recurring and/or one-time bookings.

• Asks patients to share their communication preferences.

• View your scheduling calendar on the go through your tablet device.

• Take intake paperwork digitally through a patient portal.