Your caseload goal is the number of occurred appointments you want to have in a week, exclusive of no-shows and cancellations. This number is always customizable to your preference, keeping full-time and part-time status in mind.

Below are strategies to consistently meet your caseload goals. As a reminder, our scheduling algorithm seeks to help you reach your caseload goal, accounting for cancellations and no-shows, so you will likely have a few sessions scheduled over your caseload goal each week.

• Best practice is to have sufficient availability to allow for 20% more scheduled appointments than your desired caseload goal due to cancels/no shows. RDs with the most consistent schedules typically have 50%+ more availability than their caseload goal.

  • For example, if your goal is to have 20 sessions per week, you should have 30+ hours of availability and 24 sessions scheduled for the week.

  • The more availability you have, the more room there is to schedule initial, follow up, and rescheduled sessions.

• Confirm your “New Initial Appointment Settings” are set to “Allow” in the Provider Portal

  This setting allows new patients to schedule initials with you online.

  • Please note, for full-time providers, this option only appears after 6 weeks to account for ramping your caseload up.

• Change your “Minimum Initial Booking Window” to 1 day

  Your booking window is the number of days ahead a new patient can book an initial appointment. Moving it to 1 day means that patients can book next day appointments with you. Patients often are looking for the soonest appointment possible, so this can be a great way to quickly fill your schedule!

• Increase your Max Initial Appointments Per Day

  This number indicates how many initial appointments the RD can see in one day. The higher your Max Initial Appointments Per Day, the greater the ability to fill your schedule.

• Increase your caseload goal

  By increasing your caseload goal, you are allowing a higher number of patients to be scheduled with you.

  1. If you are consistently under your caseload goal, it is recommended to increase it by 1-2 patients & evaluate the trend.

     1. If your annual cancellation rate is >15%, increase caseload goal by 2 patients

     2. If your annual cancellation rate is <15%, increase caseload goal by 1 patient

• Be open to taking transfer patients

  1. Locate potential transfer patients in the #patient-transfer Slack channel.

  2. When accepting transfer patients, pay special attention to the state (red or green), insurance & specialty needed to prioritize best patient/provider match.

• Evaluate follow-up cancellation & no-show rate

  Please refer to Improving Cancel/No-Show Rate.

• Review and add additional specialties with which you are competent and comfortable

• Evaluate & respond to seasonal trends

  Patient availability can vary by time of year and season. Review the following strategies if you notice patterns around these specific times of the year:

  • Holiday season (Nov - Jan) & Summer (July - August)

    1. Be proactive in asking patients about upcoming schedule conflicts

    2. Schedule 1 month out, if able

    3. Check in on future appointments during current session

  • Entering the New Year

    • Typically, insurance coverage restarts at the beginning of the year opening the opportunity for patients to restart or continue sessions with their Nourish RD.

    • Reach out to patients who paused or discontinued apts due to insurance coverage. Use the Nudge feature in the Provider Portal to send an email to a patient that does not have their next apt booked.

• Recruit patients on your own!

  Take advantage of our recruiting materials and referral bonus! Refer to our Marketing article for more details!

[ ] Do I have enough apt slots open to fit 15% above my caseload goal?

[ ] Have I changed my booking window to 1 day?

[ ] Did I open any additional availability or days in my schedule, if possible?

[ ] Have I increased my caseload goal in the Provider Portal?

[ ] Did I review #patient-transfer channel in slack for any potential patient matches?

[ ] Do I need to improve cancellation or no show rates?

[ ] Do I need to adjust or account for scheduling around certain seasons?

[ ] Have I worked to recruit more patients myself?

⏩ Proceed to Patient / RD Transfers & Reschedules