Streamlining success in ambulatory provider scheduling optimization with Epic applications 

In the dynamic and fast-paced environment of outpatient care, aligning provider schedules with rising patient demand presents significant challenges for healthcare providers. As the market grows, patient satisfaction is often affected by issues related to access and wait times. Poor management of appointments can lead to no-shows and late cancellations, ultimately causing disrupted schedules, reduced appointment utilization rates and a negative impact on revenue. Additionally, the challenge of matching patients with providers who possess the necessary skills and expertise required can further complicate the process. Optimizing ambulatory provider scheduling through the effective use of Epic applications is crucial in enhancing efficiency, improving patient satisfaction and better resource utilization.  

Maximizing efficiency through scheduling optimization 

Optimizing ambulatory provider scheduling helps ensure your health system runs smoothly, enabling providers to see as many patients as possible and affirming patients receive timely and appropriate care. Optimization efforts utilizing Epic systems can help your organization achieve:  

1. Standardized and streamlined processes: Implementing a standardized and streamlined scheduling process across multiple specialties and practices is a key aspect of ambulatory provider schedule optimization. By leveraging Epic applications, healthcare organizations can create a unified system that can be used across various departments and practices. Establishing unified protocols ensures that patients receive consistent care and clear communication, reducing confusion. This approach not only improves operational efficiency but also enhances patient satisfaction through delivering timely and coordinated care.  
2. Schedule consistency: Simplifying the number of blocks on the appointment schedule minimizes complexity, making the appointment scheduling process more straightforward for both providers and patients. By standardizing appointment slot length and ensuring that visit durations are multiples of each other, the scheduling process can become more efficient, reducing the number of errors. Additionally, strategically adding openings in schedules where no-shows are common can help ensure that potential gaps are filled, maximizing clinic utilization and improving overall efficiency. 
3. Enhanced patient access: Enhancing patient access through the refinement of cadence scheduling protocols is crucial. By adjusting scheduling patterns, providers can offer more convenient time slots which makes it easier for patients to find and book appointments that fit into their schedules. Optimized scheduling assists with decreasing patient wait time, allowing patients to be seen more promptly and efficiently. By making the scheduling process more intuitive and accessible, overall patient satisfaction is likely to improve, leading to a more positive patient experience. 
4. Maximized functionalities with Epic: Capitalizing on Epic’s advanced scheduling tools such as Decision Trees, Open Scheduling and MyChart can maximize efficiency and enhance patient engagement:

Optimized decision making through Decision Trees: Decision making can be streamlined through Decision Trees in guiding providers and administrative staff through complex scheduling decisions.  

Increased access through Open Scheduling: Open Scheduling allows patients to book appointments directly through online platforms, reducing administrative burdens and increasing the ease of access to care. This empowers patients to have more control of their personal scheduling needs.  

Improved engagement through MyChart: Leveraging MyChart allows organizations to enable patients to manage their appointments and receive proper reminders which boosts patient engagement and reduces no-show rates. This tool helps to maintain better communication with patients, leading to improved patient outcomes. 

Assessing the situation and identifying opportunity 

To get started, an assessment can help identify opportunities for optimizing scheduling process, minimizing appointment disruptions and streamlining workflows, high standards of patient care can be achieved. Key activities of an assessment should include the following: 

• Conduct an in-depth analysis to understand the current state of scheduling capacity and establish a baseline for further improvements 
• Identify any obstacles hindering efficient scheduling processes through thorough examination of existing workflows 
• Determine the actual duration of appointments to optimize scheduling and resources allocation effectively 
• Gather insights and perspectives on scheduling challenges and opportunities for improvement 
• Personally visit clinic to engage with managers and providers, gaining an understanding of their patient population and unique needs 
• Analyze patterns of late cancellations and no-shows to implement strategies aimed at minimizing appointment disruptions, thereby enhancing overall clinic efficiency 

Solution driven approach 

Focusing on improving patient appointments not only enhances the quality of care but also drives significant financial success for healthcare organizations. Increasing patient volume represents a tangible financial benefit, demonstrating the positive impact of streamlined appointment management on the bottom line. Baker Tilly is committed to delivering measurable value and empowering organizations to be self-sufficient.  

Our approach involves working collaboratively with organizations every step of the way, so they can make ongoing improvements to systems and workflows on their own. We utilize Epic systems to implement repeatable targeted processes, comprehensive data-driven assessments, collaborative efforts to identify opportunities for improvement and leverage industry experts to drive results. By executing recommendations, your organization can enhance success in ambulatory provider scheduling.  

Adopting a structured, solution driven approach enables healthcare organizations to significantly improve provider scheduling, leading to enhanced efficiency, patient satisfaction and financial performance.  

Contact us to learn more 

For more information on this topic or to learn more about our comprehensive solutions for Healthcare IT, connect with us today.