SmartSchedule with SmartFactors, SmartQueue and SmartBalance

Say hello to more intelligent scheduling.

Most scheduling systems are simply computerized paper calendars. Everybody is still scheduling the same 15-minute appointments regardless of the visit reason.

OnTime Care SmartSchedule is more intelligent than most scheduling systems, yet compatible with all EHRs and PMs.

Patients simply indicate the reason for their visit and SmartSchedule calculates the correct variable length of time for the appointment using intelligent acuity and rules-based auto-triage.

Patients can also advise if they:

  • Use a walker
  • Have a wheel chair
  • Use portable oxygen
  • Are sight impaired
  • Have a companion with them
  • Are hearing impaired
  • Need an interpreter


Choosing any or several of the above informs our SmartFactorsTM to add time to the variable appointment length scheduled.

Each SmartFactor constantly learns and updates based on actual times your patients spend during their visit.

No more overbooking

Our enhanced, interactive patient reminders coupled with SmartStandby automatically fill canceled appointments and – an OnTime Care exclusive: anticipate and automatically fill no-shows.

Auto Appointment Interleaving and Queuing

If a doctor only spends a few minutes with each patient, why does the appointment often run more than an hour? Where is that time leaking?

It’s more than just our variable appointment length:

  • How are patients queued?
  • What’s the sequence of each appointment?
  • What’s the patient journey?
  • What’s the triage level or PatientPriority®
  • How are clinical and administrative staff staging each phase of the appointment?

While some appointments can take longer the doctor typically only spends a few minutes with the patient.

Interleaving the variable length appointments more efficiently means doctors see more patients, spend more quality time with them and experience less stress.

OnTime Care helps clinical staff queue patients for the doctors more efficiently in the most efficient sequence for effective and productive staging.

More Scans in Radiology

The benefits are infinite with OTC’s more comprehensive view of scheduling. For example, what if you could add four more radiology scans per day per location?

It’s possible with smarter scheduling, queuing, sequencing and staging to remove downtime. You would add several million dollars in revenue per location.

Automatic Load Balancing Between Doctors and Locations with SmartBalance

Jenny is four months pregnant and has an appointment with Dr. Greenblatt for her three-month checkup.

Once she checks in, Jenny gets an automatic text alert from OnTime Care: Dr. Greenblatt is running 45 minutes behind, but Dr. Emerson is available in eight minutes.

Jenny can choose to switch to Dr. Emerson or wait for Dr. Greenblatt.

Even if Jenny chooses to wait, this is a much better experience than simply not knowing how long the wait will be.

Load Balance Between Locations, Too.

SmartBalance is also available when patients book appointments, and you set the rules for which doctors and locations will participate in load balancing.

For example, let’s say you have a practice with five nearby locations. Three are overbooked, yet two locations have lighter schedules. A patient seeking a next-day appointment may not find availability in her preferred location; but, SmartBalance will automatically suggest taking an available appointment in a convenient sister location with the same practice.

Millennials Won’t Wait – Less Loyal

A recent study2  by The Advisory Board showed that Millennials will not wait weeks to see their regular physician:

Millennials would sooner use Yelp to find another doctor they don’t even know rather than wait. Load balancing with SmartBalance can help you retain your patients – and increase patient satisfaction. It’s a win-win.