How to get that doctor's appointment you really need
Tips from decades of finagling healthcare appointments
Hello, dear friends,
Navigating the American healthcare system can be incredibly frustrating, at a time when you are feeling most desperate. One obstacle is simply getting an appointment.
Yesterday, I wanted to talk with one of my doctors. Her next available appointment online shows February 12. But I managed to get an appointment for tomorrow. How?
Below are many of the tips I used this time and other times, learned from decades of finagling appointments. I hope some of them help you.
1} Get a spot that someone else canceled last minute
This is my top tip. You can skip all the rest. One of the truths of modern healthcare is that people cancel their appointments. A lot.
If you call for an appointment and there’s nothing available for months, ask about their cancellations. I typically say something like: Maybe I could take a spot if someone else cancels. This Thursday would be the best day for me. When should I call back to check if there are cancellations?
Or: Can I try back this afternoon to see if there are any cancellations for this week?
You and your healthcare team are aligned on getting you an appointment asap if you can take a cancellation spot. They don’t want cancellations or no-shows; missed appointments cost a lot of money. One survey found healthcare practices lose thousands a month on cancellations, as much as $7,500.
One scheduler told me to call back the day before the day I wanted an appointment — that’s when they send out final text reminders and get back cancellation texts.
Don’t be shy about calling back. If you need an appointment that week, check twice a day, in the morning and the afternoon, to see if anything has opened up.
If you can be super flexible, tell them so. You might say: I live 10 minutes away, and I have a flexible schedule tomorrow. If you get any cancellations, could you please call me? I can give you my number now. Thank you!
2} Ask to get on the waitlist
Most doctor’s officers have a waitlist for spots that open up due to cancellations. You can even specify a certain time of the day or day of the week.
3} Be sure to say you are a patient of Dr. [name here]
Doctor’s offices have different appointment slots for different needs. When you call and introduce yourself, be sure to say that you are already a patient of the doctor, so that they look for a follow-up slot for you. (Editor’s note: This tip came from — thanks, Amy!)
4} Tell them your story
All of us humans gravitate to a story. If you simply say, I really need an appointment today! and get back: I’m sorry. We have no availability until March — try telling a little bit of your story. Not a long monologue, but a few details. I have [this new symptom] that’s worrying me. It’s been hurting a lot. I really don’t want to wait until March. Could I try back this afternoon and see if any spots open up from cancellations?
Humans are sympathetic. We naturally want to help.
5} Lean on other doctors
If another doctor has urged you to see this doctor asap, say that.
My primary care doctor is concerned about X symptom and asked me to see this doctor as soon as possible. They said I should try to get in this month.
That carries more weight and may help the scheduler take you more seriously.
If the two doctors are in the same practice, or they know each other well as colleagues, you can also try calling back the first doctor’s office and let them know of your scheduling problems. Sometimes, they can make a quick appointment happen when you can’t.
6} Ask about different locations.
Many doctors now see patients at multiple locations. If you are willing to travel farther than your usual location, let the scheduler know. Ask what times are available at other sites.
7} Check the app or online site
Some practices seem to update their available appointments in their online site or app in real time, so you can check throughout the day to see if a cancellation appears. It’s worth checking.
8} Ask about telehealth options
If you are offered a time when you are available, except you can’t get there in person in time, ask if a telehealth appointment is possible.
Remember: They want to fill all the appointments!
9} Be kind, be friendly, be human
Most of the people working in healthcare do want to help, and it is human nature to respond kindly to kindness.
When you call for an appointment, be friendly, be nice, be thoughtful. Ask what their name is. Thank them by name. Ask if you can call them back directly to check later. Thank them when you call back and there are no appointments. Ask if you can leave your number with them, if they would please call you if there is a cancellation.
Once you make a connection with someone, they will be more likely to help. Scheduling can be tedious and full of anonymous encounters, some of them mean. We all want to feel like we’ve made a difference and helped someone.
Do you have other tips for getting an appointment? Help me add tip #10! I’d love to hear. Share in the comments.
Good luck in the wild healthcare world out there. I wish you easy and helpful appointments!
To our journeys,
Brianne
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Great tips, Brianne! I’ll share this post. I’d also add to say you’re a patient of Dr. so and so and that you need a follow up appointment. Sometimes the receptionist tells you, “sorry, she has no availability until March,” because they think you need a 45 minute slot for a new patient or annual visit. Happened to me last week at my GYN. Once I said I just needed a follow up and that virtual was okay, I got an appointment the next week.