Our schedules go through lots of shifts with doctors switching regular days, vacations, and slow periods during the year. The Target Dates point person will be responsible in keeping an eye on the schedules and sending our Target Dates to staff regarding any Dr EXAM openings.

Each week on Monday you will go through the schedules and find the open exam slots and send those to all staff so they are aware and can be working to fill those openings.

  • Start with WV schedules, and go through each doctor’s schedule for every day in the next two week time period. Fill out the Potential Target Dates worksheet accordingly if you see a doctor’s schedule has 3 or more exam openings (for example, if KEE has 4 openings on a particular day). Do not count intermediate, emergency, or VT slots that have not filled.

  • Continue through JT’s schedules, then through TSC’s schedules, then LC's schedules.

To create Target Dates to send out to staff:

Now you are ready to send out the Target Dates email! The purpose of the email is to enthusiastically remind ALL staff to try and fill these target dates, and to give them actual # of openings available on each of the doctor’s schedules.

Sample email (of course, you would need to change it to reflect the current time of year, target dates, and not use this as an exact script but rather as a guide):

Hey Everyone!

It's time for Target Dates! Here are the openings in our schedules for all locaitons. We have some holes that could definitely  be filled ! Let’s make sure we are offering these openings to patients who call in, or families of patients who need to come in. This batch of Target Dates are for the next two weeks:

JOHNSTOWN:

·         Monday, March 17th: ARL 6 openings

WESTERVILLE

·         Friday, March 14th: BJJ 4 openings

Please offer appointments on these days to patients as they need to schedule. If you have any questions, please let me know! Thanks, and happy scheduling!”

 

Once all of this is completed you are finished with target dates for 1 week. Save the email that you sent out to the Target Dates folder in your personal email

 

TARGET DATES FOLLOW UP

At the start of the second week of the Target Date period, send out an email to all staff with an update of how well we are filling the target dates. To find out the stats of how many of our target dates we have filled in 1 week, pull up the email that you have saved from the previous week.  Look through the dates that were posted on the email at each office, and write down how many appointment slots have been filled for that day! Write this number next to the date in the original email in a different color

Here is a sample Target Dates Update email:

Hey PVC!

Here are the updated target dates, AND YOU HAVE ALL DONE AN INCREDIBLE JOB FILLING OUR OPENINGS! These are the target dates that have been filled so far!

WESTERVILLE:

Friday, March 14th: BJJ 4 openings 3 filled!

JOHNSTOWN:

Monday, March 17th: ARL 6 openings 2 filled!

 GREAT JOB! And keep up the great work!

 

After this email has been sent, save it to the same Target Dates folder in your email to keep track of all target dates! Once this two week period is over, its time to start the process over and look at the next two weeks on the schedule with the Potential Target Dates worksheet.