Appointment Reminder System

e-Confirm is designed to contact your patients about multiple upcoming tests and multiple proceduresautomatically by one call and email and make sure that they are properly prepared to complete all the tests. Patients have the option to listen to a set of exact instructions for each test or procedure being conducted.

Reduces or eliminates staff time on the phone. Employees time can be reallocated or hours reduced.

The Benefits of the e-Confirm system

Utilize staff more efficiently –  easily sets up to deliver reminder calls including date & time to your patients, freeing up staff to focus on your patient workload. Employees have more time to provide better patient service because e-Confirm reaches more patients in less time.

Increase revenues by having the patient properly prepared – like a virtual employee, your first line of defense in preventing patients from missing appointments or re-scheduling due to not being prepared for testing. It works overtime and weekends, never calls in sick, or asks for more vacation time.

Provide cost-efficient reminders – improves the efficiency of your business by reminding patients of important details before a visit. Patients will appreciate your diligence and attention to their busy schedule.  emails are also sent when provided.

Improve patient communication – works like a tireless marketing assistant to help deliver messages to your patients about new location information, alerts to road construction and delays, emergency cancellation notices, and more.

Reduces your costs – The average cost of a mailed reminder is 60¢ per piece, live staff calls $10 per hour. e-Confirm quickly pays for itself in postage and employee cost savings alone.

Plan your resources every day – Appointment confirmation and preparedness will improve staff utilization.

Many Uses

  • Appointment reminder calls with date and time
  • Exact instructions about how to prepare for each procedure
  • Emergency cancellations
  • Courtesy reminders for collection
  • Re-scheduling of yearly examinations and procedures
  • Alerts to road construction, weather and drive times
  • Allows patients to request additional information when needed

 

e-Confirm(tm) Features

  • Simple operation works with any phone.
  • Enter phone numbers with ease by using a direct interface to your existing scheduler or built in scheduling system – input hundreds or thousands of phone numbers or appointments
  • Stores unlimited messages and prep instructions
  • Calls anywhere – local or long distance
  • Easily delivers according to your reminder strategy – 24hr, 48hr etc.
  • Set start and stop message delivery times – e.g. Start calling at 5:00PM
  • You tell e-Confirm how many times to deliver your messages
  • Privacy feature prevents select phone numbers from ever being called
  • Automatically adjusts for daylight savings time
  • View a progress report any time with e-Confirm’s on line report feature
  • Detailed printed reports provide proof of contact and can be uploaded to the scheduling system.
  • 4-line dialogic system makes up to 180 calls per hour (Based on a 20 second message and 45 second preparation instruction)
  • Leaves regular or alternate messages on answering machines
  • Advanced Features – e-Confirm can automatically tell patients to arrive earlier than the scheduled appointment when appropriate e.g. New Patient.
  • Caller Response Option – Patients can confirm appointments over the phone, ask for more help or repeat prep instructions over and over until understood.

Example Report from the e-Confirm system

RSC: CT WITHOUT CONTRAST             SCHEDULE FOR 10/03/09 – 10/03/09          TODAYS DATE: 10/05/09

Schedule Date: Thursday – 10-03-2009

TIME  PATIENT              ACCOUNT  REASON                          AUTO-DIAL                       PHONE #    CONFIRMED

0700A TEST, CTABD           094780  88401-CT ABD PEL WO             090209 180920 Human      1      586.579.5599 Y

0830A SMITH, CONNIE         491420  77011-CT SINUS SURGICAL GUIDAN  090209 191826 Busy       5      313.288.3354 N

1030A R——, R—–       491510  70486-CT SINUS/FACE WITHOUT CO  090209 192341 Human      1      313.730.5044 Y

1100A D—–, W——–     446420  72128-CT THORACIC SPINE WO CON  090209 185053 Human      2      586.564.3151 N

1100A E—-, K—-          238070  78803-NM PARATHYROID SPECT      090209 182752 Human      1      313.629.7111 Y

1100A W—–, D—–        246130  78801-NM BSGI                   090209 182918 Human      1      313.695.3985 Y

1130A T—–, M——       453490  76705GB-US GALLBLADDER          090209 185054 Human      1      734.767.2067 Y

1200N L—–, T—–        491380  78803-NM PARATHYROID SPECT      090209 191415 AM         3      734.336.4719 N

0200P S—-, L—           491530  78801-NM BSGI                   090209 192316 AM         3      734.922.5462 N

0230P K——–, L—–     431630  71250HR-CT CHEST HIGH RESOLUTI  090209 184924 Human      1      734.730.6886 Y

0330P L—–, F——       180640  71250HR-CT CHEST HIGH RESOLUTI  090209 181658 Human      1      313.653.6357 Y

0330P M——-, S—        491430  77011-CT SINUS SURGICAL GUIDAN  090209 191743 Human      1      313.210.5958 Y

0430P M——–, L——    491410  71250-CT CHEST WO CONTRAST      090209 191742 Human      1      586.743.2236 Y

0500P M—-, A—-          228010  70486-CT SINUS/FACE WITHOUT CO  090209 182526 Human      1      313.787.1866 Y

0500P V——–, A—-      205030  78801-NM BSGI                   090209 181943 Human      1      734.630.1448 Y

 

15 APPOINTMENTS LISTED      1 = Confirmed, 2 = Requested Call Back, 3 = Answering Machine,

  4 = Invalid Number,  5 = Busy, 6 = No Answer, 9 = Unknown  

 

Total Appointment Listed:  221

Total Dialed:  221

Total 1’s (Confirmed):  191

Total 2’s (Requested Call Back:  2

Total 3’s (Answering Machine):  26

Total 4’s (No Circuit):  0

Total 5’s (Busy):  1

Total 6’s (No Answer):  1

Total 9’s (Unknown):  0

Begin Time  : 10/02/09 18:01:57

Ending Time: 10/02/09 19:08:29


Example Call Flow Chart of Ultrasound Kidney:

 

Hello, this is Osprey Medical Imaging calling for __________ to remind you of your appointment at our Sarasota office on Tuesday September 16th at 8:15 AM.  Because you are new to our facility, please arrive 15 minutes early for registration. Bring your doctor’s order slip and your insurance cards with you.  Failure to do so may result in rescheduling your appointment. Co-Pays are expected at the time of service. You may refer to the back of your order slip for a map and for instructions regarding your exam or visit our website at: www.e-confirm.com. This exam requires preparation. If you do not understand the preparation for this test, please call us at (888) 927-7774

*Prep: –  Patient needs to come in with a full bladder. Please drink 36 ounces of water prior to your appointment.  Please finish drinking this water 1 hour prior to exam time.  Do not urinate once you have started drinking, until after your exam.  If patient is 15 years or younger, please drink __ ounces ( e-confirm will calculate the amount) of water, having it finished 45 minutes prior to the exam.

 

Example Procedures Setup:

1.  – Without IV Contrast – No Prep

2.  – CT Abdominal, Pelvis 88400, 88416, 88411, 74170, 74160, 88419

3.  – CT Head, Brain, Neck, Spine, Fluoro with preps

4.  – Barium – 74280

5   – Esophogram

6   – Hystrosalpingogram

7.  – IVP

8.  – Dexa Bone Scan

9.  – Mammogram

10. – MRI          (-30 minutes) e-Confirm tells patient to arrive 30 minutes earlier than scheduled appointment

11. – MRI – Breast (-30 minutes)

12. – Breast Biopsy – Guidance 77021LT 77021RT ( -60 minutes )

13. – HIDA

14. – Thyroid

15. – Gastro

16. – WBC

17. – Nuclear

18. – Renogram

19. – UltraSound – No Prep

20. – US Abd, Aorta

21. – US Pelvis, Fetal

22. – US Kidney

23. – US Prostate – 76872

24. – TBBS, Bone scans (-150)

28. – Fluro – No Prep

29. – Generic Script – PET

30. – CT Guidance Biopsy  77012

Calling Locations:

000 – Main Site – Sarasota

100 – Bradenton – Roberts Street

200 – Lakewood Ranch – Holly Rd.

300 – West Palm Beach – A1A

400 – Key West – State Rd

MRI IVR Return on Investment

Amount

Monthly Decrease in Costs (MDC)
Labor Costs

$2,000.00

( $10/hr – 200 hrs/month )
Total MDC

$2,000.00

Monthly Increase Revenues (MIR)
Increase patient “readiness” by 2%

$5,000.00

Increase amount of MRIs by 2%(decreasing “No Shows”)

$5,000.00

Total MIR

$10,000.00

 Total Monthly Return

$12,000.00

ROI = Cost of IVR / Monthly Return
Example: $28,000 / $12,000 = 2.1 Months
( $28,000 – Four Outgoing Lines 500 calls/day )
First year increase in net revenues = $120,000