Back-to-back buddy appointments

The back-to-back buddy appointments concept revolves around fostering a supportive environment where friends or peers schedule cervical screening appointments together, providing emotional reassurance and companionship throughout the process.

The presence of a trusted companion can alleviate anxiety and offer encouragement, removing barriers to accessing screening. Back-to-back buddy appointments not only offer logistical convenience but also promote solidarity and accountability among participants. Two patients attend a longer appointment, at the same time, and have the test one after the other, with a screen drawn to protect their privacy.

Offering back-to-back buddy appointments may prompt those who share characteristics with the portraits of Samira, Molly, Ellie, Victoria, and Nina to undergo screening.

Planning and implementing back-to-back buddy appointments

Plan
Assess surgery capacity Determine surgery’s capacity to accommodate buddy appointments including reviewing room space and availability, and scheduling flexibility to accommodate consecutive appointments for pairs of patients.
Define appointment structure Determine the structure of the appointments including appointment duration, scheduling intervals, and any specific requirements for coordinating appointments for two people.
Establish booking protocol Develop a booking protocol that outlines how patients can schedule these appointments, defining the process for patients to indicate their preference for scheduling appointments with a buddy and how the surgery will facilitate the coordination of appointments.
Training and staffing Provide training to surgery staff on the new appointment scheduling process and any changes to workflows, ensuring that staff members are equipped to assist patients in scheduling buddy appointments and managing the logistics effectively.
Promote
Website Update the surgery’s website with a dedicated page or section highlighting the availability of buddy appointments, including operating hours, and any eligibility criteria.
Social media Use social media to explain the concept of buddy appointments and their benefits in reducing anxiety and promoting accountability. Post information highlighting the availability and advantages of buddy appointments, and that people can call the surgery to book an appointment.
Community partnerships Collaborate with local community organisations and women’s groups, to spread the word about cervical screening and buddy appointments.
Print materials Display posters or digital screens in the waiting area highlighting the availability and advantages of buddy appointments, ensuring patients are aware of the option during their visits.
Feedback and testimonials Share testimonials from patients who have participated in buddy appointments, highlighting their positive experiences and the impact of emotional support during the screening process.
Patient engagement platforms Leverage patient engagement platforms such as patient portals, mobile apps, text messages, phone calls, websites, social media, and online messaging systems to promote the buddy appointments.
Execute
Launch back-to-back buddy appointments Implement back-to-back buddy appointments according to the plan developed.
Monitor and adjust Monitor the implementation of buddy appointments and make adjustments based on patient feedback, appointment demand, and operational considerations as appropriate. Continuously assess the effectiveness of the initiative and make improvements as needed to enhance patient experience and surgery efficiency.
Evaluate
Appointment utilisation Monitor the utilisation of buddy appointments for cervical screening. Track the number of appointments booked and any trends in patient preferences or feedback.
Patient feedback Gather feedback from patients who participate in buddy appointments to assess their satisfaction with the experience. Conduct surveys or interviews to understand patient perceptions, identify areas for improvement, and gather testimonials to share with other patients.
Staff feedback Collect feedback from staff who facilitate buddy appointments to evaluate their satisfaction with the experience. Use surveys or interviews to gather insights into staff perceptions, identify areas for improvement, and gather testimonials highlighting successful aspects of the buddy appointment process to share with other staff members.
Surgery efficiency Evaluate the impact of buddy appointments on surgery efficiency and productivity. Measure factors such as appointment scheduling, wait times, staff workload, and overall throughput to identify any operational challenges or opportunities for optimisation.

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