Have you ever wondered if there was a way to measure the number of patients who call to enquire about a procedure, the percentage of patients who progress to a consultation with a provider, and the percentage that proceed to have the procedure performed?
Genie has an inbuilt function called Conversion Ratios, which helps determine what percentage of patients follow through with a procedure after their first enquiry.
Before you begin
Conversion Ratios are currently only available where your practice type is set to Plastic Surgery. You can set this in File > Set Practice Type.
In the patient's Demographic window, locate the Conversions tab. When a patient calls to make an appointment about a new procedure, or to enquire about a procedure and its costs, the receptionist should add a new patient record, or open an existing one, and add a new Ratio record, by clicking on the Add button, as shown below.
This will enter the current date and current user in the 1st Contact Date/Staff fields. Some extra fields are made visible, for the referral source, consultation appointment, and intended procedure. These fields do not have to be filled out at this stage.
When an appointment is booked and the patient is then added to the Waiting Room, you will be prompted to add this date and provider to the Ratio record. Click Save if this information matches the original enquiry.
If or when a procedure is booked and saved via the Appointment Book, you will again receive a prompt to record this as a planned procedure.
Note: Details can also be manually entered via the Demographic window. If you enter the details manually, then it is strongly advisable to use the small paperclip button to select the procedure, rather than just typing in the date and procedure name. Using the paperclip "links" this record to the actual procedure, so that if the procedure date is subsequently changed, then the Ratios record will also be updated.
For the procedure to count as having been completed, the "Procedure Performed" checkbox must be ticked. This can be done manually, or Genie will prompt you to complete it when you save the procedure record where the Procedure Date is equal to, or less than, the current date.
Go to Appts > Conversion Ratios to open the window below.
Select the date range of first contact from the Date of Initial Enquiry drop-down menu. Genie will then display the conversion ratios in the right-most column, whether the appointment and procedure fall within this date range or not.
You can also select just a particular type of procedure from the Planned Procedure drop-down menu.
From this window, you can additionally double-click on each of the categories and edit any of the Ratios Records within.