Multi-Location Scheduling for OB/GYN Practices

Appointments are matched to a site by what the visit requires, including the ultrasound room, the procedure room, the chaperone and the equipment, not by which office the caller happens to name
Provider sessions are handled as sessions, so a physician who holds obstetric clinic at one office and gynecologic clinic at another is only offered where that appointment type is actually run
Delivering hospital affiliation is treated as a routing input, because in many groups it constrains which providers and which site a pregnant patient can be booked with
In-office procedures such as colposcopy, endometrial biopsy and intrauterine device insertion are offered only where your practice performs them, with the slot length and room your template requires
Callers who want the nearest office are told plainly which services that office does and does not provide, in your wording, before a booking is made rather than after
One number can front the whole group, with routing, hours, directions, parking and site-specific instructions configured per location

How it pays back

The Same Practice Name, Four Different Capabilities

OB/GYN groups grow by adding satellite offices that carry consultation rooms but not an ultrasound suite, or a procedure room but no sonographer. The patient sees one practice with one number and reasonably assumes any office will do. Routing that starts from the requirement of the visit, and only then looks at geography, is what prevents a patient driving to the wrong office for a scan.

A Physician Is Not Available Just Because She Is Working

In this specialty a provider's week is split across sites, session types, an operating list and, for obstetricians, a labour and delivery rota. Availability is a property of the session, not of the person. Booking against session templates rather than a general provider calendar removes the class of appointment that looks fine on the schedule and cannot be delivered.

Hospital Affiliation Constrains the Whole Pregnancy

Where a patient plans to deliver often determines which members of the group can care for her and which office she attends for prenatal visits. Treating that as a routing input at the point of booking, rather than a preference recorded later, avoids a mid-pregnancy transfer that costs the practice a delivery and costs the patient continuity.

Every Site Answered at Once

Multi-site groups usually route all lines to whichever front desk has capacity, which means the busiest office absorbs the whole group's call volume. Unlimited concurrent calls, answered in under a second and routed by rule, means no site's patients wait because another site is busy, and no location is quietly unreachable at lunchtime.

Unlimited concurrent calls

Every location's line answered at once, with no shared queue between offices

Routed by requirement

Room, equipment, chaperone, session type and hospital affiliation all treated as booking constraints

24/7 coverage

Site hours, directions and service availability answered outside office hours for every location

Frequently asked questions

How does the system know which office can do what?

You tell it during setup. Each location carries its own service list, room and equipment inventory, session templates, hours and instructions. Nothing is inferred from the practice name or from what another site offers, and a service is never offered at a location you have not listed it against.

Can it route by which hospital a patient wants to deliver at?

Yes, where your group works that way. Hospital affiliation is captured on the obstetric path and used as a constraint on which providers and sites are offered, exactly as your rules define. If your group has no such constraint, the field is captured for the record and no routing decision is made from it.

What happens when the nearest office cannot provide the visit?

The caller is told which office provides it, in your wording, before a booking is placed, along with anything you want said about distance, parking or transport. If she declines, the request is routed rather than forced, because a patient booked at a site that cannot do her scan is a wasted slot and a wasted trip.

Do we need separate phone numbers per location?

No. A single number can front the group with routing rules per site, or existing per-location numbers can each carry their own configuration. Both patterns are supported, and many groups run a mix while they consolidate.

How are in-office procedure appointments handled differently?

They are configured as their own appointment types with the slot length, room, staffing and chaperone requirements your practice sets, so they cannot be booked into a standard visit slot. Where your protocol requires an order, a result or a clinician decision before booking, the call captures the request and routes it instead.

Does this work across our scheduling system's multiple locations?

Where your platform models locations and resources, yes. Multi-location scheduling is live and currently deployed on a number of systems, available through API or FHIR on others, and available through secure workflow automation elsewhere. Custom integration is available where your location structure is unusual.

Not Every Office Scans: Routing by Service, Not by Site