A Medical Receptionist's Guide to Streamlining Operations

A Medical Receptionist's Guide to Streamlining Operations

by Jeff Gordon
June 25, 2021
It’s 7am. You’re still sipping your coffee and keying through that high quality Medeco lock. It’s a little tight so you remind yourself to call the building manager to smooth it up with some powder of graphite. You enter, quickly shut the door and head for the alarm. You type in the code you just memorized because you change the code every month because you care about security and don’t want that employee you let go last month to come in and help themselves to millions of dollars of medical equipment.  You take a breath. It’s your moment of silence before the day turns frantic. You know that the nurses and aids will be tossing paperwork your way. You know that the doctor will toss down irrational demands that only a doctor can make. Patients will come pouring in most of them confiding in you with their problems. Only a medical receptionist is privy to such gossip. Some patients are impatient, pacing the floor and muttering under their breath. Other patients leave the office waiting anxiously to schedule their next visit. All this while the phone rings and frustrated folks who found you through the IVR wants to understand what the results of their blood test mean. You, the medical receptionist, the hub and spoke of this very holy medical office have embarked on another day. Another war that can only be won with servitude, organization, and a saintly level of patience. 

Getting through a day at the office for a med receptionist is no sip of wine. It’s a tough-tough job that involves a lot of organization and patience with a sprinkling of good old fashioned project management all at play. For years software companies have been focusing on relieving med office work-flow issues. Some do it well and others serve only to make things more convoluted.  If in the unlikely chance you’re a medical receptionist that’s reading this article then you must be thinking, “how do they know?!” The answer to that query is simple. We in the Chuckatext mega verse make it a point to understand the pain of our customers. We must solve the problems that you face and work to make it easier for you to accomplish the minute-by-minute tasks that you get through. 

Aside from the inter-office tasks managing patient flow is likely one of your biggest priorities. Scheduling, onboarding, intake, and outflow all comprise the patient’s lifecycle. One of the easiest ways to manage is via text messaging. Why? Because 90% of people will view their text messages within minutes of receipt. Messaging a patient is the easiest way to automate reminders and reduce your missed appointment rates. Anecdotally, we’ve heard from clients that reminding patients of their appointment with just 2 messages (one a week before and one two days before) reduce missed appointments by 50%. This means ½ of the rescheduling burden is eliminated thus putting more time back in your schedule. Additionally, patients want to be contacted via text. Most of your clients feel close to their doctor staff and receiving a text message only serves to reinforce that feeling. 

We imagine the thought of getting “set up” on a system like this can be daunting. But the cold fact is that if you have 10 minutes to set aside you not only be setup but also have your first notification campaign ready to go. From there it’s a matter of having patients opting in to receive messages. Of course, we are fully CTIA compliant which allows customers to opt out at any time by replying STOP or anything that implies they no longer want to receive messages. We ensure our customers honor the opt-out by disallowing any messaging to that customer UNLESS they affirmatively opt back in. So, when it comes to compliance, we have your back

A medical receptionist has a hard job and is often misunderstood by the public. Knowing at a deep level what their day to day looks like we designed our product to simplify and reduce stress.  

Chuckatext can save you time by reducing the need to remind patients of their visit and save your office money by decreasing missed appointments by 50% or more. It can be set up in a matter of minutes. If in fact you are interested in this opportunity don’t hesitate to reach out. We may even help set it up for you and get you started.