Website Appointment Requests Spreadsheet (WV, JT, SC, and LC)
Patients and potential patients often visit our website to request appts and to contact our office electronically. If you are the point person for this task, the emails/requests will be emailed directly to you. It is your responsibility to keep track of these forms, and respond appropriately and as soon as possible.
For appointment requests that we receive from the website for WV, JT, SC, and LC requests, we have a spreadsheet called “Website Appointment Requests,” with a tabs for each location.
· If you receive an Appointment Request, pull up the “Website Appointment Requests” spreadsheet.
· Find the correct location tab for the appt/contact request, and find/add a row in the correct month.
· Fill out the following information from the request in the appropriate fields:
o Date of Request
o Date Contacted
o Patient Name
o Patient Contact Info (phone/email/text—please include both if both are listed)
o Dr Preference
o Best Time to Call/Notes
· Then call/email/text the patient based on their preferences listed above.
o Once you have called/emailed/texted, fill out the Communication Attempt column with the date you called and your initials
o If the patient schedules an appt, fill out the “Did Patient Schedule?” column with the date they scheduled their appt.
o Also, if the patient schedules, please add which location they were scheduled at in the “Loc” column.
o If the patient is NOT requesting an appt of any kind, simply put “n/a” in the four colored columns after Communication Attempts.
o Save and close spreadsheet.
· VERY IMPORTANT: Each week, if there are any openings, please call patients who have not yet scheduled. Update the communication attempts with your most recent communication attempt and make notes as necessary. Be wary of when you last called the patient, and how often-we don’t want to badger them. :)
· ALSO VERY IMPORTANT: each week, if there are target dates, please contact any patients who haven’t scheduled yet up to 2 additional times, and document in the communication attempts column.