Psych VA

Top tips for scheduling client appointments

  • Utilise Online Booking Systems: Implement an online booking system that allows clients to schedule appointments conveniently. Ensure the system is user-friendly and accessible across different devices. 

  • Set Clear Appointment Policies: Clearly communicate your appointment policies, including cancellation fees, rescheduling procedures, and any requirements for advance notice. This helps manage expectations and reduces scheduling conflicts. 

  • Offer Flexible Appointment Options: Provide a range of appointment options to accommodate different client preferences and schedules. This could include evening or weekend appointments, as well as online and in-person. 

  • Use Scheduling Software: Invest in scheduling software designed for healthcare practices, such as WriteUpp. These tools can help automate appointment reminders, manage patient records, and optimise scheduling to minimise gaps and maximise efficiency. 

  • Implement Buffer Times: Schedule buffer times between appointments to allow for unexpected delays or emergencies. This helps prevent overbooking and ensures each client receives adequate attention and care. 

  • Send Appointment Reminders: Send automated appointment reminders via email, text message, or phone call to help reduce no-shows and last-minute cancellations. Include important details such as appointment time, location, and any preparatory instructions. 

  • Monitor and Adjust Scheduling Practices: Regularly review appointment scheduling practices to identify any bottlenecks or areas for improvement. Adjust scheduling protocols as needed to enhance efficiency and optimise client satisfaction. 

  • Have a Virtual Assistant (VA): Hire a VA to handle appointment scheduling professionally and courteously. Ensure they are equipped to assist clients with scheduling inquiries and provide support throughout the booking process. 


Psych VA


Virtual Assistant

With over 15 years of combined experience in healthcare and administration, Gemma brings a unique blend of expertise to Psych VA. Her journey spans from financial services to frontline healthcare, encompassing roles as a qualified dental nurse, podiatrist, and, most recently, a medical doctor.

Gemma’s background as a healthcare professional instills in her the value of compassion and empathy. Having worked with diverse individuals, including vulnerable populations, she prides herself on her exceptional communication skills and caring demeanor.

Her extensive tenure in both NHS and private healthcare settings has equipped her with a deep understanding of various healthcare computer systems and adeptness in medical administrative tasks. Gemma excels in managing sensitive matters with discretion and professionalism, handling confidential information with utmost care on a daily basis.

Gemma’s unique perspective, forged through her dual roles in administration and healthcare, enables her to ensure the seamless operation of healthcare services. At Psych VA, Gemma’s commitment to efficiency and her compassionate approach make her an invaluable asset to our team and clients alike.

Virtual Assistant Services

Virtual Assistant Services

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