Efficient patient scheduling is essential to maintaining high-quality care in today’s ophthalmology practices. However, many ophthalmology clinics still struggle with delays, bottlenecks, and underused physician time. In a recent presentation, Laurie Brown, a seasoned expert in ophthalmology operations and compliance, delved into the ways clinics can drive efficiency by streamlining their schedules without sacrificing patient care. 

Here’s a closer look at her guidance for creating scheduling templates that prioritize physician productivity, optimize clinic flow, and reduce staff burnout. 

Start With the Goal in Mind

Many practices build schedules around technician workup times, but the most effective approach is to center your template around the physician. Instead of the technicians or the facility, the provider should be the rate-limiting factor in a practice schedule. Aligning clinic flow around the physician’s availability makes better use of their time and ensures a more streamlined experience for everyone involved. 

Benchmarking: Know Where You Stand

Moving toward a more efficient model requires a deep understanding of your current performance. That’s where benchmarking comes in. Key metrics to track include: 

  • Doctor days worked 
  • Average visits per clinic day 
  • Staff per FTE physician 
  • Elapsed visit time 

Comparing your performance to national benchmarks can identify areas of opportunity and set the stage for meaningful improvements. For example, if patients are spending two hours in your clinic for a routine visit, that’s a clear sign it’s time to reevaluate your process. 

Map the Flow, Identify the Bottlenecks

Time and motion studies are a powerful way to uncover inefficiencies in your current workflow. While electronic health record (EHR) systems can help track time stamps, some insights—like room availability issues or frequent staff interruptions—can only be captured through direct observation. 

When data is combined with on-the-ground observation, it is easier to uncover hidden workflow waste, training gaps, or mismatches between staffing levels and patient demand. 

Align Resources with Reality 

Efficient patient scheduling isn’t just about the number of appointments—it’s about matching visit types to actual demand and clinic resources. For instance, if demand for comprehensive exams is high but your template only offers a few of those slots each week, you’ll run into long wait times and underutilized capacity. 

Analyzing visit types, staff availability, and physical space (like the number of technicians or exam lanes) allows practices to build smarter templates that reflect their unique needs. 

Set Goals, Train Well & Keep Tweaking 

Implementing a new schedule template isn’t a one-time event; it’s an ongoing team effort: 

  • Form a dedicated task force. 
  • Assign responsibilities and due dates. 
  • Train schedulers thoroughly. 
  • Regularly monitor and adjust based on real-time feedback. 

Just setting a goal of an average zero wait time can transform a practice’s culture: Staff will be incentivized to find ways to reduce waste and improve flow. The fruits of these efforts, like a clinic ending on time more consistently, can drastically improve staff morale and significantly reduce overtime. 

Celebrate Progress & Keep the Momentum Going 

Transparency and communication are paramount for improving patient flow. Regularly sharing clinic performance data with your team keeps everyone aligned and motivated. Celebrate small wins and use them as fuel to keep pushing toward your larger scheduling goals.