ORTHOPAEDIC CLINICS
Orthopaedic Clinic Owners: Fixing Consultation to Procedure Flow
A patient sends an X-ray over WhatsApp, the front desk replies with a time, and half of them do not arrive. Of those who do, some need surgery, and the follow-up depends on whoever remembers. By the time the implant is ordered and the OT slot is chosen, the family may already have a second opinion.
The business routine behind that journey is where we come in. That covers enquiry handling, how treatment plans are priced and explained, how OT and implant costs are tracked, and how insurance money is collected. We do not give a view on any diagnosis, procedure or implant choice. The surgeon decides those.
Discuss your priorities ↗COMMON CHALLENGES
The pressures
we often see.
- 01Enquiries arrive on WhatsApp, phone and through referring physicians, and no single register shows who was offered a slot, who confirmed, and who never replied.
- 02A surgical plan is quoted before the implant brand, OT charges and stay are fixed, and the final bill disagrees with the family's expectation.
- 03OT time is shared across surgeons and hospitals, so a delayed case in the morning pushes the next patient out and the clinic loses goodwill.
- 04Implant and consumable stock is held on consignment or paid for in advance, and the owner cannot say how much money is sitting in boxes.
- 05The physiotherapy and post-op check visits happen elsewhere or not at all, so the surgeon loses follow-up and the clinic loses repeat visits.
OUR FOCUS AREAS
Where the work
usually starts.
- 01A WhatsApp enquiry log with date, source, slot offered, slot kept and the reason for a no-show.
- 02The share of consultations that move to a recommended procedure and the shared reasons for those that do not.
- 03A plan quotation format that separates surgeon fee, OT, implant, stay and physio lines.
- 04The OT booking calendar with surgeon, hospital, duration estimate and actual, plus a buffer rule.
- 05Implant stock by brand, size, cost and expiry, and who signs for each issue to a case.
- 06Insurer and TPA claim tracker with pre-authorisation date, submitted date and amount outstanding.
- 07A physiotherapy referral route, internal or tied-up, with a named follow-up owner.
- 08A monthly look at consultations, procedures, average bill and receivables by surgeon.
START THIS WEEK
Things you can do
before you call anyone.
- Open the last month of WhatsApp enquiries and count how many received a reply, how many were given a slot, and how many came. Write it on one sheet. Where it falls most is where the work starts.
- Pick the last five surgical cases and compare the first quoted amount with the final bill. Ask the billing person what changed. Their list will show which cost lines the quote leaves out.
- Hypothetical example: 30 X-ray enquiries a week, 18 given slots, 11 arrive, 4 move to surgery. Whichever step loses most patients is the one to fix first, not the one that feels most visible.
A PRACTICAL ENGAGEMENT
Start with the priorities
that matter most.
We begin by understanding how your business runs today, find the gaps, and agree the scope in writing. Recommendations are shaped around your team, your resources and your goals.
- An enquiry-to-consultation script and register for the front desk.
- A plan quotation template with itemised costs and a sign-off line for the family.
- An OT calendar and implant stock sheet with a weekly reconciliation routine.
- A post-op follow-up checklist assigning each visit to a named team member.
Not the right fit when: Skip this for now if a patient is complaining about a surgical result, an implant has been recalled or hospital privileges are in dispute. Your indemnity cover, the manufacturer or a lawyer comes first.
Explore a business audit ↗LET’S MOVE YOUR BUSINESS FORWARD
