Automate clinic scheduling, patient notifications, and DNA management to maximise slot utilisation and reduce administrative overhead.
Manual diary management leads to underutilised clinic slots alongside growing waiting lists. Patients receive appointment letters days after they are sent, DNA rates climb above 10%, and cancelled slots are not backfilled because the admin team cannot identify and contact suitable patients quickly enough.
Paper letters and single-contact reminders result in DNA rates of 8-15%, wasting consultant time and extending waits for other patients.
Cancelled and DNA slots are not backfilled because there is no automated mechanism to match available patients to short-notice availability.
Booking teams spend hours each day manually matching patients, clinicians, rooms, and equipment across multiple spreadsheets or legacy PAS screens.
Purpose-built capabilities — not generic templates you have to work around.
Matching engine assigns patients to slots based on clinician availability, room requirements, equipment needs, and patient preference.
Automated SMS, email, and letter reminders at configurable intervals (e.g. 7 days, 2 days, same-day) with two-way confirmation.
When a slot opens, the system automatically identifies the next suitable patient from the waiting list and offers the appointment via SMS.
Real-time view of booked, available, DNA, and cancelled slots by clinic, consultant, and date with trend analysis.
Follow-up appointments are automatically generated based on clinical outcome codes entered at the end of the consultation.
A booking task is generated from an accepted referral, follow-up outcome, or manual request, specifying specialty, urgency, and any constraints.
The matching engine identifies the best available slot and sends the patient an appointment offer via their preferred communication channel.
The patient confirms attendance or requests an alternative. Unconfirmed offers escalate after a configurable window.
Automated reminders are dispatched at preset intervals before the appointment, with a final same-day prompt.
Post-appointment, attendance status is recorded. DNAs trigger the trust's DNA policy workflow; attended appointments may trigger rebooking.
Try these tools to assess and improve your operations.
Yes. SwiftCase can provide a patient-facing portal or SMS link that allows patients to choose from available slots, reducing admin calls and improving patient experience.
When a DNA is recorded, the system follows your trust's DNA policy — for example, sending a rebooking offer for the first DNA and discharging back to the GP after a second. The policy is fully configurable per specialty.
SwiftCase can operate alongside your PAS, synchronising booking data via HL7 or API feeds. It can also function as a standalone scheduling layer for services not covered by your PAS.
See how automated scheduling and backfill can recover thousands of lost appointment hours each year.
