We've all been there: You arrive at a doctor's appointment only to be stuck in the waiting room for 45 minutes. Frustrating? Yes. Avoidable? Maybe, if you take advice from the receptionists—because they're the ones really running the show. They can tell you the best time of day (or week or year) to see the doctor, how to get a last-minute appointment, and how to make your visits more efficient. All you have to do is ask. So we did. Here's what we found out: Know your doctor's schedule. Receptionists hold the key to the doctor's availability, and they're happy to share their knowledge if you pick up the phone and (politely) ask the right questions. "Many offices hold some times for same-day or urgent appointments," says Jennifer Caudle, DO, a family physician in New Jersey and regular health expert on CNN and The Dr. Oz Show. "Find out if your office does this and what the policy is for securing one of the slots." It's also helpful to know how long a doctor allots for each appointment—some allow a full half hour, while others practice what's known in the medical world as "treat 'em and street 'em." You can also check if your doctor sets aside daily office hours for non-emergency conversations, or if your doc is open to receiving emails and texts, as more and more now do. Summer vacation is slow, while winter is packed. According to Robin Omeltschenko, the director of operations at Cincinnati's Total Dentistry, dental offices are slower during the summer while people are vacationing and kids are at camp, as well as in September, thanks to back-to-school craziness. For the same reason, you'll have more luck securing a last-minute appointment between May and August, not to mention during spring break. December is the month to avoid, as that's when the majority of doctors are inundated with appointments. "People want to get in before the end of the year to use up their insurance benefits or flexible spending accounts," Omeltschenko says. It's also busier because of cold and flu season. Book the right time and day. All receptionists agree: The best times for an appointment are early in the morning or the first slot after lunch—in other words, before the doctor gets busy or falls behind schedule. Mondays and Fridays are always the busiest, while Wednesdays are generally the slowest. If you absolutely can't avoid a Monday or Friday appointment, Lisa Ogletree, a receptionist at Stride Strong Physical Therapy in Portland, advises telling the receptionist that you need to leave by a certain time. It's not a guarantee, but at least, she says, "I'll know not to book them next to a procedure or an annual visit, which take longer." Don't come with a long list of ailments. Some receptionists refer to a patient's complaints as a "bucket list of all the things they've been saving up to ask the doctor," says Rachel Wilcox, a receptionist for Randolph Schnitman, MD, in Beverly Hills. Patients may wait to see the doctor because one small ailment doesn't seem that important or they don't want to pay for a visit. In reality, arriving with too many things to discuss will detract from your appointment. "If you have 10 different items, the doctor won't have enough time to focus on each one," says Wilcox. Try to limit each visit to two issues. It is possible to get a last-minute appointment. If you need a day-of visit, call between 10 a.m. and 11 a.m. because that's when most offices will know about afternoon cancellations. Angelica Ruiz, who works with New York dermatologist Dina Strachan, advises against leaving a message. "I've had people forget to leave a call back number or I can't understand what they're saying, so always try to get ahold of somebody," she says. And if it's raining or snowing outside, chances are another patient didn't want to face the bad weather, leaving an open time slot for you to snatch up. Adds Julie Ullman, a receptionist at the Scottsdale office of obstetrician-gynecologist Gino Tutera, "If your last-minute request is due to an urgent matter, make that clear to the receptionist." And one rule reigns over all others: Be flexible. If the office can squeeze you in, take whatever time they can give you. Come prepared. Before you get to your appointment, make sure your insurance provider answers all of your questions. Otherwise, you may face a delay trying to sort things out at the office. "Be aware of what your insurance covers so there aren't any surprises, and always know how much your co-pay is," says Wilcox. Meanwhile, Ullman recommends checking the day before your appointment that lab or test results have been received by your doctor. More ways to prepare: always bring your insurance card, ID, and a form of payment, and complete any required paperwork in advance—many offices now email new patient forms ahead of time or make them available online. "Having paperwork filled out when you arrive can save 10 or 15 minutes," says Rachel Mazza, a receptionist for Matthew Schulman, a plastic surgeon in New York. Check your attitude at the door. If there's one thing many patients lack, it's, well, patience. Receptionists know you're busy and don't want to wait, but they'd appreciate you keeping the complaints to yourself. "We try our best to give service with a smile, and when patients are rude it makes our jobs harder," says Ruiz. As Wilcox puts it: "I don't mind if patients are late, but it really bothers me when they get pushy and want to be seen right away." Trust the nurses. What you think is a question only the doctor can answer may actually be something a nurse or office staff is qualified to help you with. But rest assured, "if it's a medical emergency or something more involved, the nurse will put the phone in the doctor's hands," says Ogletree. Don't be late. Before you blame the doctor for making you wait, know this: her delay may have been caused by a tardy or unprepared patient. "Showing up on time is hugely important because you're able to get your full consultation without being rushed," says Mazza. That said, receptionists understand that stuff happens—and they say the best thing you can do is get in touch. "Whether you're cancelling or running late, a phone call helps a lot so we can reshuffle in advance," Ruiz says. If you absolutely can't avoid being late, know that a patient who arrives after you for a later appointment—but is on time—will likely be seen first. Ditch the doctor if he's chronically late. Chances are good you'll always have to wait a few minutes before the doctor is ready to see you. But if it happens every single time you visit, you may want to look elsewhere. "If you get in early and you're still waiting 30 minutes or an hour to be seen, then I'd start asking some questions," Wilcox says. Source
Very true! I totally agree that every receptionist should know about these secrets. Thanks for the nice and innovative post. Keep sharing such posts in future too.
