Best Practice Guidelines: Medical | Dental | Allieds

Responsible Roles

	Management Role: Confirm that the correct configuration and customisations have been done. Confirm that changes in processes are implemented in the software, and all personnel understand the new layout and processes that need to be followed.
	Management Role: Organise competent personnel to complete the day’s workload. Confirm all changes that have been made in the practice have also been implemented on the system. Manage user access control. Ensure all practitioners have been created on the system. Confirm that diaries have been created for the practitioner and practice.
	Operational Role: Daily management of all available time slots on all diaries for all Practitioners. Confirms that the correct configuration is done on all diaries for the day-to-day functions to create an optimal workflow.

Purpose of Diary Administration

Taking and maintaining control of the healthcare practice schedule is often one of the most important functions in a practice. It can have a significantly positive impact on resource utilisation, profitability and the general satisfaction of patients, practitioners, and employees if managed correctly.

• Using different types of appointments helps manage daily operations, such as patient appointments, lunchtimes and hospital rounds.
• Managing the waiting list and collecting vital information before consultations commence will save precious time.
• Using the electronic diary will assist with quick and easy access to the day to day functions and operations of your medical practice.
• Diary administration assists in managing the practice, personnel and patients.
• Keep control over your practice's available time.
  

Start by configuring each of the electronic diaries to maintain a smooth-running practice. Diary administration includes the proper setup and layout for an efficient workflow in the practice. Some functions that will assist to optimise daily operations can include, but are not limited to:

• History logs per Timeslot or Booking can assist in managing and correcting mistakes in the diary.
• New Timeslots can be added as needed in between the normal diary setup.
• Specific Diary types can be configured per practice, e.g. if an oncology practice needs a separate diary for chemo stations to ensure each station is available for patients.
• Different Display options and views are available per user.
• Tasks can be used to create a communication process in the practice between external and internal parties.
• Service centres can be used to ensure correct booking of patients, billing and stock control.
• Custom communication templates can be set up to be sent out with every booking that is made, for example, consent forms and questionaries.