“There’s a sales scheduling software for booking consultations, and then there’s a medical appointment software for scheduling patients’ sessions. TimeTap offers great customization features to help tackle the both.” ~Romeo Hendricks, Technology Coordinator

About Plasticity Centers

Plasticity Centers is an industry leader in neurological rehabilitation, using innovative therapy regimens that address the specific needs of each client. Whatever the cause of neurological impairments, their cutting-edge diagnostic approach allows them to pinpoint and measure the problems and rehabilitate clients to significant improvement.

Like many other medical facilities and offices, Plasticity Centers used one appointment booking system to handle all its scheduling needs. But while 1-on-1 client sales calls were fairly straightforward, medical appointments required much more behind-the scenes coordination. For example, a client coming in for a series of treatment might need a doctor, a technician, a room, and a set of equipment every day for one week, between the hours of 9-11 a.m. For this type of complex medical scheduling, a richer scheduling tool was needed.

TimeTap, a Lumaverse Solution
Before implementing TimeTap in 2020, the 18-person team at Plasticity Centers was relying on spreadsheets, Microsoft Bookings, and hand-written notes to coordinate their patient appointments.

Working with TimeTap, Lumaverse’s solution for online appointment scheduling, their Technology Coordinator Romeo Hendricks was able to design and customize a calendar that fit their unique needs, for every kind of appointment.

“I can’t stop saying enough about the customizations, it’s so extensive,” Hendricks said. “We have TimeTap integrated with Salesforce and Outlook. Anything the scheduler puts into TimeTap automatically appears in both Salesforce and Outlook–each person can see what’s going on [on their own calendar] without going into TimeTap. It saves our front office staff so much time, having it one place and not having to write it down.”

Other time-saving features include a drag-and-drop calendar, which solved the problem of having to re-schedule doctors, technicians, rooms, and equipment separately if a patient was late or changed an appointment. Plasticity Centers also heavily uses TimeTap’s “repeating appointments” feature, which allows them to take a set of parameters (a specific doctor+technician+room, for example), and copy that session into multiple time slots to more easily book one patient for repeat sessions.

The Results
TimeTap’s flexibility and extensive integration library not only allowed Hendricks to improve scheduling in one office, it continued to work as Plasticity Centers opened its second location. Plasticity Centers hopes to be in 5 locations by the end of 2020, and has further expansion planned beyond 2021. Through that, Hendricks is confident that TimeTap’s scheduling system will continue to support his team.

“We’re integrating with a lot of software, and not all of them have been smooth implementations,” said Hendricks. “With TimeTap, everything has been straightforward and easily accomplished.”