Patient Scheduling Software

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! 

Not all patient scheduling platforms are created equal. For example, with 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. Want similar results?  

When evaluating patient scheduling platforms, healthcare practices should look for a tool that offers: 

✔️ Real-time, 24/7 scheduling: Ensures patients can instantly book appointments online based on real-time availability.
✔️ Portal-free, passwordless access: Removes barriers that prevent patients from scheduling, like portals that require a password and typically see less than 30% patient adoption on average.
✔️ Full PMS integration: Ensures your online schedule accurately reflects the appointment slots available in your PMS, meaning no lag time.
✔️ Linked appointment booking: Allows patients to book multiple related visits at once, further dropping staff intervention in scheduling.
✔️ Eligibility checks at scheduling: Reduces errors and ensures that patients are directed to the right services based on their coverage and specific needs.
✔️ Automated waitlist management: Fills open time slots quickly, reducing appointment gaps due to last-minute changes.
✔️ Smart scheduling logic: Tailors the technology to meet the needs of multiple providers and appointment types, to improve booking accuracy once and for all.
✔️ Clear performance analytics: Provides insights into new patient acquisition rates, marketing success and ROI to optimize efforts. 

Don’t wait until your current vendor contract is up to start thinking about your new approach – or before you know it, you’ll be locked in for another year. Start your journey to smart scheduling today by evaluating your options. Innovative patient self-scheduling solutions, like Clearwave, recognize that one size does not fit all. With Clearwave’s scheduling platform, practices get a customizable, automated system that optimizes scheduling without adding extra work for staff. 

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!