Outpatient flow coordination
Streamline your clinic. Unlock outpatient capacity to reduce waiting lists.
Managing outpatient services is a constant balancing act. Manual updates and coordination often lead to operational blind spots. Rooms sit idle while patients wait. Clinicians overrun. Patients wait without information and the result is a series of bottlenecks that crowd waiting areas and stall waiting list recovery.
DNV Imatis provides the operational layer that connects patient arrivals directly to resource availability. By getting the brilliant basics of clinic flow right, we remove friction between check-in, consultation and room turnaround. This unlocks capacity, supports elective delivery and reduces avoidable pressure on front-desk staff while making the visit smoother for patients.
Intelligent clinic coordination
Make appointment scheduling more manageable and improve patient experience. We manage the communication, coordination and collaboration required to keep patients moving from home to the consultation room.
- Before arrival – reduce missed appointments: Use automated text message appointment reminders and clear instructions to reduce Did Not Attend (DNA) rates and ensure patients are prepared before they arrive.
- On arrival – gain full visibility of patient arrivals: Know instantly when a patient arrives and offer options for self-check-in via mobile, kiosk, or reception desk. Mobile and kiosk options help reduce administrative workload, allowing staff to support doctors and nurses and increase patient flow at the hospital.
- During the clinic – manage the patient flow: Provide clinicians and staff with live visibility of patient arrivals and the day’s appointment list. Patients can be called in with a click, with details displayed on waiting area info screens.
- Make patient visits smoother: Give patients easy access to wayfinding and meeting locations. Depending on the check-in method, they receive a printout or text message with appointment details, queue numbers, and guidance to the correct waiting area. Call-in details about which room to go to and updates on any delays are displayed on info screens and also sent directly to the patient’s phone.
- Reduce strain on healthcare staff: Provide staff with a critical overview of appointment status, queues, and waiting times. When obstacles arise, the system enables quick rebooking and prioritisation, ensuring consultations proceed.
- Strategic alignment: Strengthen your ability to meet targets for throughput and elective recovery in the 10-year Health Plan by moving from analogue lists to digital workflows. Capture real-time operational data to identify bottlenecks in clinic throughput and evidence performance against national recovery standards.
ROI metrics and data-driven outcomes
Our solution turns operational visibility into actual clinical capacity and financial impact. Results below are drawn from live hospital deployments:
£7.35m estimated annual cost savings
Delivered across a regional deployment by reducing manual follow-up and paper-based administration.
55,000 additional appointments per year
Recovered capacity through a 34% reduction in DNAs across a regional health authority with a total of 11 Trusts.
60% reduction in reception congestion
Cut front-desk administrative load through high self-service adoption.
15% increase in administrative efficiency
Recovered the equivalent of six full-time positions in a medium-sized Trust by eliminating fragmented tracking and manual coordination.
80% self-service adoption within nine months
Delivered measurable reduction in front-desk pressure and improved patient satisfaction across all levels of digital competence.
Core capabilities: the brilliant basics
- Check-in at reception: Register arrivals and see live patient status in one shared place.
- Track live status: Monitor who has arrived, who is in consultation and where delays are emerging.
- Simplify queue management: Coordinate teams in real-time with a shared view of patient status and appointment sequences.
- Improve patient experience: Notify patients before their appointment to the applicable waiting area. Display call-in details about which room to go to and updates on any delays on anonymised info screens in the waiting area and also as text message to the patient’s phone.
Add-ons/modular extras
Expand your outpatient model as priorities evolve. Scale your digital outpatient service with specialised modules designed to further reduce administrative burden and improve patient experience:
- Automate reminders before the appointment: Send SMS notifications at custom intervals leading up to the appointment to reduce Did Not Attend (DNA) rates.
- Offer multiple self-service options: Allow patients to check in and confirm their arrival using tablets, kiosks or their own mobile device, including drop-in registration for services such as laboratory visits. Patients can also update their personal information digitally and complete self-check-out when their appointment is finished.
- Provide digital wayfinding: automatically send text-based navigation to guide patients directly to their specific treatment room or waiting area.
- Integrate coordinated task management: Automatically trigger room cleaning or equipment portering requests the moment a consultation ends to get the most use out of every room.
- Access reports and activity insights: Retrieve statistics on key operational metrics such as patient throughput, total check-ins and overall patient volume. Track when patients arrive and identify peak periods to better understand demand and plan staffing and clinic capacity.
Connecting with your existing systems
We integrate with your PAS and EPR systems. Appointment data remains in your core system. We securely synchronise ward appointments and patient details and convert static schedules into real time operational visibility.
No rip and replace. We work with what you already have.
Ready to take control of outpatient flow?
DNV Imatis enables Trusts to treat more patients more predictably within existing resources. We support frontline teams with real time visibility, improve the patient experience and create measurable financial and operational headroom for waiting list recovery.