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How to Adjust Velocity in Clockwise.MD

Last Updated: Nov 28, 2015 12:05PM EST
Technical Level:  Moderate

In order to accurately calculate visit times, Clockwise.MD uses a concept of 'velocity', i.e., how many patients can your clinic successfully see in an hour.  By using this 'patients-per-hour' factor, coupled with the number of providers and the number of available exam rooms, the application will both determine how far apart to space the visits, and whether it can safely 'fit' visits before times that have already been scheduled via online patients and/or call center technicians.

Let's consider a simple example of a clinic which has one provider who can see four patients per hour.  We would consider this clinic to have a velocity of 4.0.  Provided the clinic opened at 8:00 AM, the application would offer visit times at 8:00, 8:15, 8:30 and so on.  If this was the daily 'norm' for the clinic, we could configure their default velocity value to 4.0 and, barring any unusual circumstances, this would allow the clinic to accurately offer visit times to walk-ins and online patients with few anomalies.

This velocity can be configured in the new settings page

(where 'xxx' is the unique ID for your clinic; this can be found by looking at the patient queue or nurse screen URLs).  Scroll down to the Velocities section and look for the Default Velocity setting near the right margin.  Enter the value of your default velocity here and then scroll down and click the green Save Changes button to preserve your setting.

If, however, the clinic had the benefit of a second provider on Tuesdays, and this provider could also see roughly four patients per hour, leaving the velocity set to 4.0 on Tuesdays would cause the clinic to 'run ahead', i.e., see more patients in less time than was currently advertised to the patients.  For the owners of the clinic, this might mean a potential loss of revenue.  For the staff and patients, they would continually be trying to see patients ahead of their reservation time.

This can be resolved in the velocity settings by configuring one day of the week (Tuesday) to have a velocity of 8.0 (two providers x 4.0 PPH).   On the new settings page, in the Velocities section, find the Weekday configuration and select the day you wish to configure from the Weekday pulldown.  If the time that the additional provider is for the entire day, you can have the Start and End times mirror the opening and closing times for the clinic,  If, however, the additional provider will be on-hand for only a portion of the day, you can set the Start/End to match his/her times in the clinic.  Set the velocity value to equal that of both/all providers, e.g., 8.0 if you're adding one 4.0 provider to an existing 4.0 provider, since this is the sum velocity to which you're changing the clinic velocity.  You can do this for as many providers/days as needed, then scroll down and click the green Save Changes button to preserve your changes.

NOTE:  if you do not wish to add a recurring day-of-the-week and only wish to add a one-time occurrence, you can use the next configuration line and enter the DATE (MM/DD/YYYY) instead of the day of the week.  Then enter the Start, End, and velocity as you would for a recurring day-of-the-week, then scroll down and click the green Save Changes button to preserve your changes.  This configuration will only exist until the date/time passes, then the configuration will 'self-expire', i.e., you will not have to remember (or set a reminder) to go back and change the velocity back to its original value.

Clockwise also has a separate 'empty exam room' velocity which can be configured slightly higher than the default velocity.  This allows the clinic to room patients at a higher rate as long as there is an exam room which is empty.  While this may initially allow more patients to be roomed quickly, it may also lead to a bottleneck because patients are now being asked to wait in the exam room rather than in the wait room.  The clinic should evaluate whether setting this configuration higher than the default velocity is of benefit to the overall workflow.

If the clinic needs to set/change the empty exam room velocity, it can be configured using the traditional settings page.  Expand the About This Site > Providers for this Facility and click the Edit button for the provider/queue you wish to change.  Expand the Velocity section and make the change to the Empty Exam Room Velocity value, then click the blue Set Velocity button to preserve your change.

If the clinic is encountering a patient-specific delay (perhaps you're waiting for the patient's insurance company to call back to confirm some detail or the patient has temporarily stepped out of the clinic for a cigarette or a cup of coffee), you can use the Delay button on that patient's row and continue to see other patients.  If there is a brief delay which causes all patients in the clinic to be delayed (the clinic is running behind because of a high-acuity patient or a temporary outage), the clinic can use the clinic-wide Delay Callbacks button.  There is rarely the need to adjust velocity to manage temporary delays:  use the delay methods instead.  These can be found in the 'Queue :: Patient Queue' topic 'Using the Delay Button (Patient-Specific)' (

Should you have any comments or questions, be sure and use the links in the right side bar to contact ClockwiseMD Support.

Should you have any comments or questions, be sure and use the links in the right side bar to contact ClockwiseMD Support.

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