5 Ways Clearwave’s Patient Scheduling Software
Increases Acquisition & Accuracy
Give patients the ownership to self-schedule healthcare appointments, drop staff workloads and get your providers to see that self-scheduling is key to improving accuracy and efficiency. Do more, with less. Reducing phone traffic and increasing patient acquisition, Clearwave Scheduling customers have seen 84% adoption of self-scheduling, up to 51% of online scheduling coming from new patients and 45% of bookings occurring after hours.
Match Provider Requirements
Match Provider Requirements
Clearwave Scheduling offers the most flexible solution on the market, capable of meeting your scheduling requirements no matter the complexity and number of on-staff providers you have. Our team actively helps you build the scheduling workflows you need, ones that meet even the most convoluted requirements — because we understand that moving a scheduling process from manual to digital should not fall solely on your shoulders. Our patient self-scheduling software not only enhances efficiency but also minimizes the risk of human error as it's purpose-built to tackle the common obstacles that practices often face when implementing online scheduling.
Check Insurance
Check Insurance Eligibility
As eligibility is another complexity to patient bookings, it’s often a top reason practices and providers feel they must have staff intervene in the process. Clearwave Scheduling provides eligibility checks at the point-of-booking to reduce errors and ensure that patients are directed to the right services based on their insurance coverage and specific healthcare needs. Clearwave checks patient eligibility during the appointment booking process to help your practice meet scheduling requirements, especially around the unique Medicare/Medicaid and self-pay rules that you’ve established.
Meet Patient Demands
Meet Patient Demands
Clearwave provides the self-scheduling ease, convenience and confirmation that patients demand.
Ease: Clearwave Scheduling is user-friendly, enabling patients to navigate the platform effortlessly, eliminating unnecessary questions and reducing the time it takes to book an appointment. By minimizing clicks and offering clear instructions, our customers make their booking feel effortless for patients while meeting practice workflow requirements.
Convenience: Patients want to make appointments while they’re top-of-mind, which means anywhere, anytime, 24/7. Clearwave Scheduling provides this convenience – helping your practice maximize bookings and revenue, even after hours, on weekends and during office days with heavy phone traffic!
Confirmation: Clearwave Scheduling enables patients to book appointments, rather than just request an appointment. When patients go to book via Clearwave Scheduling, they don’t want to wait and see if their appointment request is approved, they will know instantly that they’ve booked an appointment and your practice’s schedule will update instantly at the same time.
Track Success
Track Success
Through our years of experience helping practices implement self-scheduling, we understand that success is not just about the number of appointments scheduled, but also understanding the entire patient journey. Clearwave Scheduling provides analytics on how many patients complete the scheduling process, the percentage of new versus existing patient bookings and insight into when bookings occur (last minute, after hours, etc.) This data is invaluable for refining the scheduling process, improving adoption and achieving your goal of making scheduling simpler for your patients and practice.
Fill Schedules
Fill Schedules
Reduce appointment gaps and give patients 24/7 access to book healthcare appointments right when they're top of mind — no matter if it's a weekend, late night or holiday! With the help of, Clearwave's patient waitlist, NextUp, practices can also automatically fill slots that were canceled or rescheduled at the last minute, keeping schedules full to the point where your physicians take notice!
Clearwave Scheduling is purpose-built to not only fill schedules but to do so in a way that's accurate and efficient for practices. Accuracy is not just possible, but increasingly achievable with Clearwave Scheduling. With Clearwave’s smart scheduling software and the support of our clearwaveCARE client success organization, we help our clients tailor their scheduling workflows to meet the needs of their practice and providers, no matter the complexity or number of on-staff physicians. You can add financial consent forms, capture legal information and more, all to simplify the process and improve accuracy.
How many errors has your schedule incurred this year, despite having a manual approach? Patient self-scheduling software can build efficiency into your scheduling approach while removing the risk of human error. With Clearwave Scheduling, your patients will rigorously follow pre-determined workflow specifications, eradicating any chance of inaccuracies in patient bookings.
Medical Scheduling Software
Why Switching to Clearwave Saves Time and Money
See what your practice could be missing out on without Clearwave’s Patient Scheduling Platform!
$9k-29k
Labor Cost Savings
By reducing staff involvement and migrating phone traffic to a digital scheduling tool.
Staff Hours Saved Annually
By reducing manual scheduling work, and driving 18k online bookings, without staff intervention.
Increase in Monthly Visits
With a post-launch increase in monthly patient visits due to improved patient accessibility to booking.
Clearwave Scheduling in Action
See How Our Patient-Led Platform Works
Watch the quick video to see how Clearwave's medical scheduling software helps practices book more patients and improve operational efficiency.
Patient Scheduling Software
Key Features to Fuel Acquisition and Accuracy
See how Clearwave helps practices put scheduling on autopilot!
Configurable Workflow Logic
Every provider has a unique set of preferences and requirements. When an online scheduling tool isn’t properly configured to match those requirements, errors can run rampant. Unlike other vendors, Clearwave will work with you to build workflows based on your providers’ preferences and best practices for your specialty.
Ideal Patient Targeting
Ensure your budget is spent on the channels that drive the most patients and the patients that drive the most value for your practice. Target your ideal patient types and track conversions by channel to find the outlets that bring in the most patients, at the lowest costs. See how.
NextUp Waitlist
Combined with Clearwave Scheduling, NextUp gives your organization an automated tool to fill open time slots in a way that your patients are already familiar with. Send appointment requests and book new appointments to fill canceled or rescheduled slots without burdening your staff.
Online, 24/7 Booking
With a 24/7 online patient scheduling solution that can be embedded into an existing website or mobile app, your practice becomes instantly searchable. As a result you provide the modern convenience patients require, allowing new patients to shop for care and schedule appointments with providers.
Conversion Tracking
Get insights to increase conversions. Clearwave integrates seamlessly with SocialClimb to combine the power of online scheduling with strategic marketing dashboards that track the ROI of your marketing campaigns and new patient acquisition rates.
Multi-Language Scheduling
Clearwave Scheduling offers the most robust multi-language support for patient self-scheduling. Clearwave supports 13 languages including, English, Spanish, Portuguese (Brazil), Portuguese (Portugal), Russian, Persian/Farsi, Korean, Albanian, Arabic, Vietnamese, Chinese (simplified), Haitian Creole and French.
Intelligent Patient Scheduling Software
SchedLogic™ Matching Algorithm
Perfectly match patients with the right providers, at the right times, to create appointments that reflect providers’ preferences, maximize organizational efficiency and best address your patients’ needs. Our complex patient scheduling algorithm handles all appointment types and can be customized based on your organization’s workflow. Built with the understanding that patient and physician needs keep changing, nothing is hard coded, and practices can easily make changes to reflect their constantly changing environment at any time. SchedLogic is EMR/PMS-agnostic, which allows your organization to centralize patient and provider data from multiple sources and apply it to best benefit your needs.
PATIENT NEEDS
The patient steps through a guided workflow, and is asked relevant diagnostic and algorithmically personalized questions along the way to understand what they need
PATIENT HISTORY
PMS/EMR integrations ensure patient historical data is leveraged in scheduling decisions
PROVIDER EXPERTISE & PREFERENCES
Back-end rules reflect real-life provider priorities and preferences in the digitized workflow
BUSINESS LOGIC
Matching algorithms align appointment slots with organizational constraints such as insurance restrictions and reimbursement policies
Medical Scheduling Software
Designed With Your Practice in Mind
Make staff and call center agent lives easier with strong integrations and a seamless user experience.
Smart Call Center Scheduling
Use Clearwave Scheduling for Call Center, our customers have even increased practice locations with no increase to call center volume or FTE costs. Customers have also decreased call-time by 70% and reduced new agent training time by 30%, bringing in more patients, for less! With our guided scheduling dialogue, Clearwave Scheduling provides an interactive script specifically designed to collect information from patients. Agents simply input patients’ responses, and SchedLogic™ does the rest.
Strong PMS/EHR Integration
Our patient scheduling software works closely with your critical EMR/PMS, allowing you to centralize patient and provider data from multiple sources. Once a patient books, cancels or reschedules in the Clearwave Scheduling platform, your critical systems will update in real time, meaning no lag time, no staff intervention, no overbooking, and most importantly, no patient confusion. Capture important booking information where you need it most and reduce staff involvement in booking.
Real Clients, Real Impact
Patient Scheduling Software Results
Clearwave clients see 87% or higher patient adoption of online scheduling, saving 500+ hours every year!
“The online scheduler has been huge in helping book patients in the way that meets provider requirements, and now it is really on autopilot for us. It has been so seamless and a great convenience for our patients and relief for our staff.”
16%
of appointments booked online are new patients
45%
of appointments booked online are made after hours
34%
of appointments booked online are made last minute
“What truly helped us was the ability to customize the self-scheduling platform. The customization of our scheduling workflows helped us stay competitive in the market and alleviate staff burdens around scheduling management.”
18k
Online bookings in one year
520
Staff hours saved per year
26%
Online bookings made by new patients
“We were looking for efficiency. We wanted to streamline call center agent training and at the same time, simplify the scheduling process. Clearwave Scheduling has made us more efficient, it’s a huge gain.”
25,000
Scheduled appointments/month
70%
Reduction in call time
30%
Reduction in agent training time
Frequently Asked Questions
About Clearwave's Patient Scheduling Software
See how Clearwave provides the best patient scheduling platform for practices looking to optimize staffing, accelerate acquisition and enhance patient experiences.
Patient scheduling software allows patients to book, reschedule and manage their appointments online, reducing the need for phone calls and manual staff scheduling. The best patient scheduling platforms provide 24/7 real-time scheduling that accurately reflects a practice’s availability and matches patients with the right providers, at the right times.
With Clearwave’s patient scheduling software practices benefit from:
- A fully automated scheduling process that works around the clock
- Instant eligibility checks to ensure accurate insurance data during bookings
- A built-in, automated waitlist, helping fill last-minute cancellations
- 500-1500+ staff hours saved per year, reducing administrative burdens
- 51% increase in new patient appointments, driving growth without staff intervention
Clearwave’s patient scheduling software gives patients the ownership to self-schedule healthcare appointments, drop staff workloads and improve booking accuracy and efficiency. Want to do more, with less? Learn more about Clearwave’s Patient Scheduling Platform by taking this interactive demo!
Practices leverage a multitude of medical scheduling software and strategies — all to keep schedules full, efficient and accurate for providers. Some common scheduling methods include:
- Over-the-phone, where patients call into a practice or call center and are booked manually by staff
- Appointment request, where patients can request an appointment either online or through a portal, and then must wait to see if their request is approved or not
- Self-scheduling, where patients can book appointments online, 24/7 by selecting a date, time, service and provider that fits their needs
While all of these methods are helpful, they each have the potential to create challenges for practices. For example, when patients aren't booked correctly over the phone, patients and providers can get frustrated. Similarly, patients often don't love to wait for their appointment requests to be approved, instead, they want to book an appointment in real-time and mark their calendars. Finally, when it comes to medical scheduling software that's available 24/7, not all solutions are built the same. When an online patient scheduling tool can't be configured to meet your practice or provider's requirements, appointments have a higher risk of being booked inaccurately, causing staff to intervene.
Online patient scheduling software is meant to put the power in your patients’ hands, giving them the convenience to book their appointments in seconds. While these solutions aim to help practices increase acquisition and meet patients where they are, when done right, the most powerful self-scheduling solutions also reduce staff workflows and improve booking accuracy — two critical components that lead to happier patients and providers. Yet, with some online scheduling solutions, practices are missing out on these key benefits. Need to find out if your solution is keeping up with your practice or if it's time to find a better patient scheduling platform?
One Senior Manager of Patient Experience at a large, multi-location practice shared their struggles with the first online scheduling solution they tried. She says, “We immediately found gaps in our Practice Management System’s self-scheduling product. It did not offer any customization. Since our providers have specific requirements, this limited the number of providers that could be booked online. We knew it was time to look for something more amendable to our needs.” You can read their full patient scheduling story here.
See the five common indicators that your self-scheduling platform might be falling short. Then, uncover how a purpose-built solution, like Clearwave, can overcome these limitations, helping you increase patient acquisition and booking accuracy while dropping staff workloads. After all, it's critical that the tool you implement to solve scheduling challenges doesn't instead, amplify those challenges, especially when there’s a better way!
Clearwave’s medical scheduling software gives patients the ownership to self-schedule healthcare appointments, drop staff workloads and improve booking accuracy and efficiency. Want to do more, with less? Learn more about Clearwave’s Patient Scheduling Platform by taking this interactive demo!
No, an appointment request form is not the same as patient scheduling software—and it often creates more frustration (and work!) for both patients and staff.
The Problem with Appointment Requests:
There’s a big difference between requesting appointments and booking them. Many technology vendors offer request-only scheduling, which requires patients to go through the entire process, just to only request an appointment. These patients then still need to wait for staff to confirm their appointment or call them back to discuss, and most patients don’t want to wait and see if their request is approved, especially if they book after hours.
What to Look for Instead:
- 24/7 Real-time appointment booking – Patients should be able to instantly book an appointment without waiting for or intervening with staff.
- Instant PMS integration – Eliminates delays and ensures accuracy with real-time slots showing as ‘available’ within the online scheduling platform.
- Linked appointment booking – Reduces back-and-forth for visits that require multiple different appointment services or providers.
With Clearwave’s real-time patient scheduling software, patients book appointments instantly— no requests, no lags, just full schedules! This process achieves the convenience patients and practices look for when implementing patient scheduling software.
No, an appointment request form is not the same as patient scheduling software—and it often creates more frustration (and work!) for both patients and staff.
The Problem with Appointment Requests:
There’s a big difference between requesting appointments and booking them. Many technology vendors offer request-only scheduling, which requires patients to go through the entire process, just to only request an appointment. These patients then still need to wait for staff to confirm their appointment or call them back to discuss, and most patients don’t want to wait and see if their request is approved, especially if they book after hours.
What to Look for Instead:
- 24/7 Real-time appointment booking – Patients should be able to instantly book an appointment without waiting for or intervening with staff.
- Instant PMS integration – Eliminates delays and ensures accuracy with real-time slots showing as ‘available’ within the online scheduling platform.
- Linked appointment booking – Reduces back-and-forth for visits that require multiple different appointment services or providers.
With Clearwave’s real-time patient scheduling software, patients book appointments instantly— no requests, no lags, just full schedules! This process achieves the convenience patients and practices look for when implementing patient scheduling software.
Clearwave’s patient scheduling platform goes beyond basic appointment booking, delivering a fully automated, patient-led experience that eliminates unnecessary staff involvement and optimizes booking accuracy and acquisition.
How Clearwave’s Patient Scheduling Platform Stands Out:
- Portal-free, passwordless scheduling: No logins required, making it easy for patients to book right from your website or ad.
- 24/7 real-time scheduling and PMS integration: No lags, no double bookings, just seamless scheduling for patients, anywhere, anytime.
- Smart scheduling logic: Tailor booking options to fit your unique practice or provider preferences, no matter the complexity.
- Eligibility checks during booking: Ensures patients can review and update their insurance on the spot, saving staff time later on.
- Built-in waitlist: Maximizes appointment availability, by automatically filling last-minute openings with patients eager to see their providers sooner.
- Real-time analytics: Gain insights into top-performing marketing channels and new patient acquisition to optimize your marketing spend.
Clearwave Scheduling eliminates manual booking frustrations, optimizes provider schedules and creates a seamless patient experience—all while improving staff efficiency and acquisition. Discover the benefits of Clearwave’s Scheduling Platform and see if it’s time to make a switch!
Specialty practices of all sizes and specialties use Clearwave to provide online scheduling to their patients. Clearwave Scheduling offers the most robust, rules-based patient accelerator that handles all appointment types and can be configured based on your nuanced workflows, complex booking requirements and best practices. Match provider needs and help patients book the right service, provider, location and time!
With nearly 500 successful clients, from large, multi-specialty groups to growing independent practices, Clearwave continues to drive results through optimized staffing, increased acquisition and enhanced patient booking experiences. As a constant innovator in the patient-led, self-service market, Clearwave recognizes that every practice has distinct needs and challenges, as well as differing practice management systems and electronic health records. All of which can drastically impact their appointment workflows. Clearwave Scheduling is designed to align with your practice’s unique needs, patient volume, provider contingencies and additional requirements. Our implementation team will work with you to help you build new and existing patient scheduling workflows that work for your practice.
See what our clients say about how well Clearwave's patient scheduling software and its ability to meet the unique needs of any practice — no matter the size, specialty or number of providers.
Quotes from Clearwave Scheduling Clients:
“Implementation went right on schedule, and we launched when we wanted to. It was key to leverage Clearwave’s experience with other orthopaedic practices and use those insights to make similar improvements in our own workflows. Having those connections and being able to incorporate what other practices are doing to be successful is valuable. To have that expertise in a partner is incredibly impactful.” - Read the full story
“What truly helped us was the ability to customize the self-scheduling platform. The customization of our scheduling workflows helped us stay competitive in the market and alleviate staff burdens around scheduling management.” - Read the full story
“The online scheduler has been huge in helping book patients in the way that meets provider requirements, and now it is really on autopilot for us. It has been so seamless and a great convenience for our patients and relief for our staff.” - Read the full story
“I’ve seen what other vendors offer and they just don’t have the level of customization that Clearwave provides, which is what we truly need. Being a part of the initial implementation of Clearwave, I can easily see that while other vendors may offer some options, their tools simply won’t stand up to what we have today.” - Read the full story
“We had a lot of different scheduling workflows and requirements that we asked for, and the Clearwave team has been wonderful in helping us meet each of our booking needs." - Read the full story
“With Clearwave, we now can focus on opportunities to tighten our workflows or expand to new appointment types. We're making a very strong scheduling product just a little bit stronger every day...We're no longer in a situation where new problems are popping up and setting us back, which is something that often happened with our previous vendor.” - Read the full story
See how Clearwave Scheduling can be designed to meet the needs of your practice today!
Clearwave's patient scheduling platform is designed to support specialty practices of all sizes and specialties. With nearly 500 successful clients, from large, multi-specialty groups to growing independent practices, Clearwave continues to drive results by putting time and money back into your practice!
As a constant innovator in the patient scheduling software market, Clearwave recognizes that every practice has distinct needs and challenges. Clearwave’s pricing models are designed to align with your practice’s size, patient volume, provider contingencies and additional requirements. Connect with us today to receive a personalized quote and discover how Clearwave can help you enhance patients, profits and experiences while dropping staffing costs.
Learn more about the cost of patient scheduling software!
How Clearwave's Patient Scheduling Software Helps Practices Like Yours
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The Orthopaedic Group Boosts Scheduling Efficiency for Patients & Staff
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