Optimizing patient scheduling in ModMed: How NextPatient transforms practice operations

In the fast-paced world of medical practices, efficient scheduling is the backbone of smooth operations. We recently worked with a dermatology practice as they transitioned to NextPatient's scheduling solution integrated with their EHR, Modernizing Medicine. Their journey highlights how the right scheduling system can transform not just patient experience but staff satisfaction as well.

The challenges of medical practice scheduling

Before implementing NextPatient, this dermatology practice faced challenges that might sound familiar to many practices:

• Complex provider preferences that staff had to memorize
• Maintaining provider-specific appointment durations
• Patients creating duplicate accounts when booking online
• Inefficient waitlist management requiring manual staff intervention
• Difficulty scheduling specific appointment types, like skin checks
• Limited patient communication options

As one staff member put it:

"The biggest stressor for everyone is coming in and having to remember eight different providers' appointment types and how they like them booked."

How NextPatient addresses these challenges

Smart patient matching

One of the most significant pain points for the practice was duplicate patient accounts. Their previous system would create new patient accounts even when the person was already in their system. NextPatient's smart matching functionality analyzes multiple data points, virtually eliminating the duplicate account problem.

Customizable templates based on provider preferences

NextPatient's integration with ModMed allows practices to set provider-specific appointment durations that automatically apply when scheduling, ensuring that each provider's preferences are built into the system rather than relying on staff to remember them.

Streamlined patient communication

NextPatient offers flexible communication options, including:

• Text and email appointment reminders
• Broadcast messaging for weather closures or provider absences
• One-click rescheduling links for patients
• Smart waitlist functionality

Automated waitlist management

Rather than staff manually calling patients when appointments open up, NextPatient automates the process through smart waitlist functionality that sends automated notifications to patients when suitable appointment slots become available.

The implementation process

What surprised the practice team was how quickly they could get up and running. Within just four days of their kickoff meeting, they had:

• Connected their API
• Mapped appointment types
• Set up provider schedules
• Created a functional scheduler link for testing

One team member highlighted how NextPatient streamlined many processes and proved much easier to use than their previous system.

Beyond basic scheduling: Operational transformation

The most powerful aspect of NextPatient isn't just the scheduling capabilities — it's how it creates an opportunity to optimize your entire scheduling approach. For this dermatology practice, this meant:

1. Reducing appointment type clutter: The practice discovered they had accumulated numerous redundant appointment types over time. For example, they had four different types for skin check appointments when they really only needed two.
   
   
2. Templating specific appointment slots to ensure providers don't get overburdened: By scheduling skin checks only at the top of the hour, they could free up general availability slots in between for other appointment types.
   
   
3. Improving patient flow so providers don't get behind: Previously, patients could book online and inadvertently create scheduling bottlenecks, like nine skin checks in a row. With templates, this type of scheduling problem can be prevented entirely.
   
   

The practice manager summed it up this way: "I think [NextPatient] would make everybody's lives easier — from all of us, to the front desk, to the patient."

A phased approach to going live with NextPatient

To set practices up for a smooth transition with as little disruption to current operations as possible, we recommend starting with a phased approach:

1. Test the system using our preview link
2. Begin with smart reminders and waitlist functionality
3. Update your ModMed templates for optimal scheduling
4. Add online scheduling once you're comfortable
   
   

Results you can expect

Based on our experience with similar practices, implementing NextPatient with ModMed typically delivers:

• Reduced no-show rates through strategic reminder sequences
• Fewer scheduling errors and provider frustrations
• Decreased phone volume as patients self-serve online
• Higher patient satisfaction with more flexibility
• Reduced administrative burden on staff
  
  

Is NextPatient right for your practice?

If you're using ModMed (or one of NextPatient's other EHR integration partners) and facing challenges with:

• Complicated provider scheduling preferences
• High call volume for appointments
• Staff spending too much time on the phone
• Patients creating duplicate accounts
• Managing waitlists manually
  
  

...it's worth exploring how NextPatient can transform your scheduling operations. Partnering with NextPatient not only gives your practice powerful software tools to eliminate busywork, you get a dedicated expert that has deep domain knowledge and does all the heavy lifting for you.

Ready to see how NextPatient can work with your EHR? Schedule a demo today and get a customized walkthrough based on your practice's specific needs.