Software for Medical Facilities – How Does It Work? Examples of Application
Artificial intelligence and automation are present in practically every industry, including medicine. Modern software for medical facilities not only streamlines processes related to automatic scheduling and canceling appointments but also allows for quick assessments of service quality, among other things. What other functions can medical software for clinics serve? How does it work? What does the implementation process look like and what benefits do medical facilities and patients gain from its implementation?
Medical Software for Clinics
A large number of patients and consequently, incoming calls, lead to long delays even in medium-sized medical facilities. Combined with emails, contact form submissions and other communication methods, patients often need to be patient to receive a response. Despite the best efforts of medical staff and reception workers during peak times, it is impossible to answer all inquiries quickly.
Properly selected and configured medical software for clinics allows for simultaneously handling a significantly higher number of inquiries at a high level compared to standard handling methods.
Medical Software – Automatic Scheduling and Canceling of Appointments
As practice shows, the largest group of inquiries (phone and email) concerns appointment scheduling. A large number of patients registering with several or even dozens of specialists results in constantly busy communication channels. Medical software for facilities automates this process. How does it work in practice?
Patients calling the facility are greeted by a voice assistant, which tailors the conversation style to the caller’s needs. This means that through voice selection or keypad buttons, the caller can choose the topic of the conversation, such as scheduling an appointment with a specialist. Another topic could be canceling a planned visit. Unfortunately, medical clinics face the problem of patient absenteeism for scheduled appointments. Some patients do not cancel appointments because the wait time to connect with a receptionist is too long. Modern software for clinics completely eliminates this problem. Scheduling and canceling appointments is quick and convenient. Additionally, the voice assistant allows for rescheduling appointments independently.
Reliable Patient Satisfaction Surveys
Medical software for clinics also enables fully automated patient satisfaction surveys without involving medical staff or reception workers. Surveys can cover various aspects such as the way procedures are conducted, staff behavior, facility quality and even the meals provided. Why is it so important to conduct these surveys regularly? Primarily for the well-being of patients and the facility’s competitiveness. Continuous quality improvement in every possible area should be a priority for the management of a medical facility.
Medical software for clinics also allows for adding suggestions, reporting issues and even recording short statements. No one evaluates the quality of medical services as accurately and thoroughly as the patients themselves. Therefore, it is worth providing them with a tool that allows them to easily and pleasantly express their opinions.
Access to Test Results
Conducting tests involves receiving the results. In medical facilities with implemented modern software, patients can independently access their test results. This does not require the involvement of any reception or medical staff. After verifying the patient, the medical voicebot provides the test results.
Another application of medical software is fully automated patient interviews. Typically, medical staff call the patient to conduct an interview before a procedure. Depending on the case, this could be a qualifying or preliminary interview. In both types of interviews, the voicebot can completely replace the medical staff, making the process quick even with a large number of interviews.
Medical Voicebot for Outgoing Calls
Medical software for clinics also enables automatic outgoing calls. When is this function particularly useful? Primarily in the case of a sudden, unplanned absence of a doctor. Patients scheduled for appointments will be automatically informed by the voicebot about the situation and can reschedule or cancel the appointment. This ensures that even if a large number of appointments are suddenly canceled, all scheduled patients who answer the call will be informed. This solution saves time and money as it does not require the involvement of medical staff.
Key Benefits of Medical Software for Clinics
Medical software for facilities is an effective and proven solution that relieves medical staff from repetitive tasks. This means that employees do not need to engage in repetitive activities. The software handles both simple and complex issues, allowing staff to focus on more creative tasks, which increases the facility’s efficiency.
Another benefit of implementing medical software is the increased transparency of service, leading to improved patient satisfaction. The broad concept of customer experience is well established in many fields, including the medical industry.
Reducing or practically eliminating errors due to misunderstandings between patients and medical staff is another benefit for users of medical software.
Additional Benefits of Implementing Medical Software
First and foremost, cost reduction comes from handling more issues in less time with fewer staff members. Additionally, facility growth, understood as an increase in the number of patients, does not require hiring additional staff, such as receptionists. Modern medical software is an effective and easy-to-use tool that ensures smooth service even during peak periods (e.g., during increased illness seasons).
Medical software also allows for constant monitoring of all incoming calls, enabling in-depth analysis for further improvements. Additionally, collected data can be used to create new stages, layers and service activities.
Why Implement Medical Software in Clinics?
Artificial intelligence and automation processes, including speech recognition and algorithms, are continuously improved. Properly configured medical software for clinics increases competitiveness by enhancing patient satisfaction.
How is Medical Software Implemented?
Advanced medical software operates on the cloud, meaning there is no need for additional IT infrastructure in the medical facility. A stable, fast internet connection is already standard. The software can work with the existing internet setup, eliminating implementation costs. Proper configuration involves connecting to the clinic’s phone line and, most importantly, its digital calendar, necessary for automatic patient service.
Medical Software Integrated with the Clinic’s Calendar
When a patient expresses the desire to book an appointment with a specific specialist during a conversation with the voicebot, that time slot is automatically taken. Subsequent patients cannot book that slot unless the appointment is canceled. The voicebot can also inform patients about the next available appointments, streamlining the booking process and eliminating scheduling errors.
Medical Software Integrated with CRM
Advanced patient management systems (CRM) can also be integrated with medical software, allowing for automatic patient identification and broader automation, including patient communication. All registered patients in a specific medical facility can, for example, send questions to their doctors.
Integration with Communication Channels
SMS and email communication channels can also be integrated with medical software, enabling appointment cancellations and confirmations via SMS or email. Automated SMS reminders effectively reduce “no-show” rates by reminding patients of their appointments.
Integration with HIS
Full integration of medical software with the Hospital Information System (HIS) ensures the highest level of automation for all patient service processes.
Additional Information about Medical Software
Modern voice assistants increasingly understand human speech accurately, improving patient interactions. Conversations with advanced voicebots are similar to those with medical staff or call center agents but with greater availability, operating 24/7.
Patients should still have the option to connect with a consultant after listening to the full scenario to ensure a positive experience and a sense of individualized attention.
Where is Medical Software Most Effective?
Although advanced medical software for patient service automation is popular in private clinics, it is also increasingly used in public medical centers. It works well in facilities of various specializations, including dental offices, mental health centers, sanatoriums and even veterinary clinics. Medical software is a practical tool that introduces many improvements for both patients and facilities.