Strategic Scheduling Days: Turning "Days Off" into "Days On"
In orthodontics, timing is everything. As parents navigate busy schedules, school holidays, teacher in-service days, and unexpected closures create unique opportunities to increase conversions and maximize production. But to seize these moments, it takes preparation and strategy.
At our office, we have developed a system for leveraging school schedules to make treatment more convenient for families while optimizing our workflow. We call it "Strategic Scheduling Days" (SSDs) — a creative approach that combines operational efficiency with outstanding patient service.
Mapping the Calendar
Each year, our Treatment Coordinators (TCs) survey the academic calendars of local school districts. These calendars are treasure maps, revealing hidden opportunities for patient scheduling. From major holidays to teacher in-service days, the number of days kids are out of school often surprises parents. By understanding these schedules before our patients do, we position ourselves as proactive and accommodating.
Strategy 1: The "Holiday Template"
For major holidays and school breaks, we implement a specialized "holiday template" into our schedule. This involves:
Block Scheduling: Our schedule is constructed with dedicated blocks for specific procedures, such as exams and production appointments. On holidays, we add additional blocks to increase capacity for these high-demand opportunities.
Team Preparation: Staff are briefed and trained on the holiday template well in advance to ensure seamless execution. This proactive approach boosts our ability to meet patient needs while maintaining our signature high-quality care.
The result? Increased accessibility for families and a significant boost to our production metrics. Parents appreciate the convenience of having their child’s appointments coincide with days off from school, and we can accommodate more patients without adding stress to our team.
Strategy 2: Empowering the Treatment Coordinators
Our TCs are the linchpin of the scheduling process. Equipped with knowledge of local school calendars, they can expertly guide parents through scheduling decisions during treatment discussions. Here’s how they do it:
Using the Three S’s:
Same Day Start (SDS): Whenever possible, we encourage patients to start treatment on the same day as their exam. For parents who need more time, our TCs offer two additional options:
Schedule Later: By highlighting school breaks or teacher in-service days, our TCs make it easy for parents to find a convenient time.
Step Out: Parents who need to consult with a partner are given the space to make their decision but are also informed about upcoming SSDs to plan accordingly.
Demonstrating Preparedness: By presenting specific, convenient scheduling options tied to school calendars, our TCs convey a level of readiness that builds trust and confidence. Parents feel supported and empowered to make informed decisions without the stress of conflicting schedules.
Why It Works
Strategic Scheduling Days (SSDs) not only align with parents' needs but also enhance the patient experience by demonstrating flexibility and forethought. This method:
Increases conversions by making the process as simple and convenient as possible.
Improves production by maximizing high-traffic scheduling opportunities.
Strengthens patient trust and loyalty through proactive service.
Implementation Tips
Want to incorporate SSDs into your practice? Here are a few tips:
Start Early: Collect school calendars at the beginning of each academic year and identify key scheduling opportunities.
Communicate Clearly: Inform your team and patients about the benefits of these strategic scheduling options.
Monitor Results: Track exam and production appointment metrics during SSDs to refine your approach over time.
The Takeaway
By leveraging the power of school schedules, you can turn "days off" into "days on" for your practice. Strategic Scheduling Days (SSDs) aren’t just about filling the calendar — they’re about meeting families where they are, creating opportunities for growth, and evolving your practice to deliver exceptional value.
Is your team ready to capitalize on this strategy? With a little preparation and a focus on convenience, school schedules can become a cornerstone of your success.
