On November 19th, I’m sitting at the front desk, manning the phones and scheduling patients, when the phone rings.
Patient: “Hi there, I’ve got a problem. One of my teeth, in the bottom-left, about halfway between the molars and the incisors, hurts.”
Me: “I’m sorry to hear that. Would you mind giving me some details about what’s going on?”
Patient: *Gives details.*
Me: “All right. I should warn you that we are a little backed up right now: it’s not just that it’s getting towards the end of the year, and everyone suddenly remembers to get dental care, it’s also that Thanksgiving is coming up, and we’ll be closed for a while. For that reason, could I start by offering you time on Monday, December 8th?”
Patient: “That far out?”
Me: “So, a little bit of behind-the-scenes knowledge: I keep escape hatches in the schedule where I can squeeze people in for emergencies. Based on what you’ve described, your situation doesn’t qualify, and I have to save the escape hatches I have for something more pressing. I’m going to take the liberty of adding you to my spreadsheet of People I Contact In Case There Are Cancellations; additionally, if your tooth starts to hurt more, you can call back and say, ‘I need an escape hatch,’ and I’ll move you up. How does that sound?”
Patient: “Well, okay, if that’s the best you can do…”
Two days later, on Friday, November 21st, I call the patient back.
Me: “Hi, [Patient]! We currently have you scheduled for December 8th, but I talked about contacting you in case someone cancels. Well, as it happens, someone’s canceled. Are you available on Monday at 4 PM?”
Patient: “Sure! See you then!”
For unrelated reasons, I’m late to work on Monday. When I walk in, I see that the schedule has been annotated: “[Patient] canceled their appointment. They have been rescheduled to December 8th, back where they started.”
Me: “Wow. And here [Patient] was telling me that this was urgent and waiting until the 8th was too long…”
The week passes; we have American Thanksgiving. I come back to work on Monday, December 1st. The phone rings.
Patient: “Hi, this is [Patient]. My tooth has been hurting for the past four days. I need to see the dentist today, Monday, December 1st.”
Me: *Politely disregarding that, on the list of People I Contact In Case There’s A Cancellation, I have notated her entry with, “All talk and no action, don’t even bother”* “I’m sorry to hear that. Unfortunately, we are closed today; could I offer you time on Wednesday the 3rd at 11 AM?”
Patient: “That’s way too long.”
Me: “Unfortunately, I can’t offer you anything more, as the dentist won’t be here until Wednesday.”
Patient: “All riiiiiight, if I have to wait until Wednesday…”
On Wednesday, the patient walks in at 11 AM. Fifteen minutes later, she walks out again.
Dentist: “It stopped hurting. We couldn’t isolate what was going on.”
Me: *Thinking it’s a good thing I squeezed her super-important appointment into the schedule.* “I see.”
Ninety minutes later, the phone rings:
Patient: “It started hurting. Make room for me to come back.”
I hand this off to the dentist: In MY opinion, there’s no room for her today, but the dentist knows his abilities better than I can. He schedules her to return at 3:30 PM.
Dentist: “She needed a root canal, and we didn’t have time to finish it. When can she come back?”
Me: “Depends. Can I double-book her into our busy schedule, or do you need to be able to focus?”
Dentist: “Focus.”
Me: “Then we’re busy until Wednesday the 17th, two weeks from today.”
Patient: “That long? I can’t believe you’re treating this as unimportant!”