Blog

How to Manage the Waitlist in eClinicalWorks (eCW)?

Imagine this: I’m sitting at the front desk, juggling calls from patients who desperately need earlier appointments while handling the usual influx of tasks. It’s overwhelming, right? You’ve been there, too—patients asking, “Can I come in sooner?” while you stare at a fully booked schedule. That’s where eClinicalWorks’ Waitlist feature comes to the rescue. Let me guide you through how we can use this tool to simplify scheduling and make both your job and mine a whole lot easier.

Let’s Add a Patient to the Waitlist Together

So, let’s say Mrs. Smith calls. She has an appointment next month, but she’s hoping for an earlier slot. Here’s how we can help her:

Step 1: Open the Resource Schedule
You and I start by clicking the Resource Schedule—our command center for appointments. Look at the top menu and find the Waitlist icon. Click it. Now, we’ve got the Waitlist screen open, ready to help Mrs. Smith.

Step 2: Add Her to the Waitlist
We click Add to Waitlist and fill in her details. First, we search for her name. Got her! Then, we assign her preferred provider (Dr. Jones) and the type of visit she needs (follow-up). If Mrs. Smith mentions it’s urgent, we’ll mark her request as High Priority so she’s at the top of the list when an opening pops up.

Step 3: Save and Move On
Once everything looks good, we hit Save. Easy, right? Now Mrs. Smith is on the Waitlist, and she knows we’re actively looking for a sooner slot for her.

When an Appointment Opens Up: Time to Book!

The next day, I notice an opening on Dr. Jones’ schedule. Perfect for Mrs. Smith. Here’s what I do next:

Step 1: Filter the Waitlist
I click the Waitlist icon again and filter by Provider: Dr. Jones and Visit Type: Follow-Up. There she is, right at the top of the list because we marked her as high priority.

Step 2: Drag and Drop
Now comes the magic. I grab her name from the Waitlist and drag it onto the open time slot. Double-click the new appointment to make sure all the details are correct. Everything looks good? Great. I save it, and Mrs. Smith is officially booked.

Step 3: Remove Her from the Waitlist
Once the appointment is saved, Mrs. Smith is automatically removed from the Waitlist. No clutter, no confusion.

Why the Waitlist is a Lifesaver

You and I both know how chaotic it gets when cancellations pile up or patients need urgent care. The Waitlist is our secret weapon. It keeps us organized and ensures patients like Mrs. Smith don’t feel forgotten. Plus, it helps us fill provider schedules and avoid wasted time slots. Everyone wins!

FAQs: Because I Know You’ve Got Questions

Q1: What if I accidentally add the wrong patient to the Waitlist?
No worries! Just go back to the Waitlist, find their entry, and delete it. Mistakes happen—you’ve got this.

Q2: Can I use the Waitlist for high-priority cases only?
Not at all. It’s great for high-priority patients, but it’s also perfect for anyone who just wants an earlier appointment. You decide who goes on the list.

Q3: How do I know which patients need to be removed?
If someone gets booked, eCW automatically removes them. It’s one less thing for you to remember!

Q4: What if no slots open up before the original appointment date?
That’s okay. The patient stays on the Waitlist until their scheduled visit, so they’re covered either way.

Q5: Can I add notes about the patient’s urgency?
Absolutely. Add notes while creating their Waitlist entry to remind yourself or your team about any special considerations.

You + Staffingly = Waitlist Success

Here’s the deal: Waitlist management doesn’t have to be stressful, especially when you have the right support. At Staffingly, we’re here to help you manage Waitlists effortlessly. Imagine handing over those repetitive tasks—adding patients, monitoring openings, and scheduling follow-ups—to a team that gets it right every time. Together, we’ll make your schedule run smoother, give patients better care, and free up your time for what truly matters.

What Did We Learn Today?

So, here’s the takeaway: The Waitlist in eClinicalWorks is your best friend when it comes to keeping schedules full and patients happy. By adding patients like Mrs. Smith to the list and quickly filling cancellations, you and I can ensure every slot is used efficiently. It’s all about making your day—and theirs—a little easier.