IVF Appointment Scheduling —
Cycle-Aware Booking
General-purpose scheduling tools were not built for the IVF monitoring cadence. MedART Scheduler understands IVF cycles — monitoring windows, trigger timing, and procedure slots are suggested automatically.
Built for coordinators who run cycle-aware schedules, not generic calendars.
Scheduling That Knows Your IVF Protocol
MedART Scheduler reads the active stimulation protocol and suggests the right appointments at the right times — no scheduling staff needs to know the monitoring calendar by heart. The system guides them.
- Day-3 baseline, day-6, day-8 scans and trigger day auto-suggested
- OPU and ET theatre slots blocked in advance
- Scheduling staff see a guided booking flow, not an empty calendar
- Monitoring windows derived from the active STIM protocol
Reminders That Actually Get Read
WhatsApp open rates significantly exceed SMS and email in most markets. MedART sends reminders through the channels your patients actually use — with configurable cadences and 90+ language support for international clinics.
- WhatsApp Business API — significantly higher open rates than SMS
- Configurable 48h / 24h / 2h reminder cadences
- Multi-language reminders in 90+ languages for international patients
- Email and SMS fallback channels configurable per patient preference
Book Every Resource in One Step
A single OPU procedure requires a physician, a scanning room, an operating theatre, an embryologist, and anaesthesia — often at specific times on the same morning. MedART books and conflict-checks them all in a single workflow.
- Physicians, nurses, scanning rooms, and embryology theatre booked simultaneously
- Resource conflicts flagged before booking is confirmed
- Theatre utilisation reports for operational planning
- Multi-branch scheduling from a single consolidated view
Patients Book Where They Already Are
Whether the patient lands on your website, opens WhatsApp, taps the MedX app, sends an Instagram DM, or walks up to the front desk — every channel writes to the same Scheduler. One source of truth for the whole clinic.
Website Widget
An embeddable booking widget on your clinic site. Cycle-aware slot suggestions, real-time availability, and instant confirmation — without forcing the patient to call.
Chatbot · MedXbot
MedXbot captures the patient on website chat, WhatsApp Business, Facebook Messenger, and Instagram DM — and converts the conversation straight into a booked appointment, in 90+ languages.
Patient App · MedX
Existing patients book, reschedule, and cancel from MedX — synced live with the clinic Scheduler. Cycle-aware reminders, secure messaging, and document delivery in one app.
Social Media Integration
Direct-message booking from Facebook, Instagram, and X — staff handle the conversation in a unified inbox; the calendar updates itself the moment a slot is confirmed.
Direct · Front Desk & Phone
Walk-ins, phone calls, and counter staff use the same Scheduler view as every other channel — so reception, doctors, and the patient app all see the same calendar in real time.
Every channel writes to the same Scheduler. No double-bookings, no siloed inboxes, no spreadsheet reconciliation.
Schedule From the Encounter Screen — Without Leaving It
Doctors see their personal calendar — today, this week, on-call shifts — and book the patient's next appointment without leaving the encounter screen. Cycle-aware suggestions, multi-resource conflict checks, and patient notification all happen in one click.
- Personal calendar view per doctor — today, week, on-call shifts
- "Book Follow-up" CTA inside the encounter — pre-fills cycle stage and recommended interval
- Cycle-aware suggestions based on STIM protocol day (e.g. "Next monitoring — Day 7")
- Multi-resource conflict check — room, scanner, nurse — before the slot saves
- Auto-notification to the patient via their preferred channel — MedX, WhatsApp, SMS, or email
Complete Appointment Management
Waitlist & Cancellations
Add patients to waitlists for high-demand slots. When a cancellation creates an opening, the next waitlisted patient is automatically notified — reducing wasted procedure time.
No-Show Tracking
Record non-attendance by appointment type. Patterns at critical cycle stages are surfaced in the analytics module for coordinator follow-up and patient retention workflows.
Google & Outlook Calendar Sync
Two-way sync with Google Calendar and Microsoft Outlook. Physicians manage their schedule from familiar tools — changes sync back to MedART automatically.
See the IVF Scheduler Live
Book a demo to see cycle-aware appointment booking, WhatsApp reminders, and multi-resource scheduling in action.
Common Questions
What makes IVF scheduling different from general clinic scheduling?
IVF scheduling is cycle-aware — monitoring appointments must be booked relative to cycle day (e.g., Day 2 baseline scan, Day 5–6 first monitoring), not by calendar slots alone. MedART Scheduler understands cycle phase, automatically suggests appointment windows based on the active STIM protocol, and books the physician, ultrasound room, and nursing resource as a single unit — preventing the double-booking that occurs with generic scheduling software.
Does MedART Scheduler send WhatsApp appointment reminders?
Yes. MedART Scheduler sends automated reminders via WhatsApp Business API, email, and SMS at configurable intervals — typically 48 hours and 2 hours before the appointment. Patients can confirm directly from the WhatsApp message. Confirmation status is visible to clinic staff in the scheduler dashboard, reducing no-shows by an average of 30–40%.
Can MedART Scheduler handle OPU and ET procedure room booking?
Yes. MedART Scheduler manages multi-resource bookings for complex procedures: OPU requires the procedure room, anaesthesiologist, embryologist, and attending physician — all booked simultaneously with conflict detection. ET bookings similarly coordinate the transfer room, embryologist, and physician. Colour-coded resource calendars make conflicts immediately visible.
How does cycle-aware scheduling reduce errors in IVF clinics?
Cycle-aware scheduling prevents common errors: booking a trigger night appointment when the patient is on Day 3 (too early), double-booking the OPU theatre, or missing a critical Day 6 monitoring visit. MedART flags protocol-incompatible scheduling attempts in real-time, and the calendar view shows each patient's cycle day alongside their appointment — giving staff instant clinical context without switching screens.
Request the cycle-aware booking brief
A short brief on cycle-aware appointment booking, multi-resource scheduling, and WhatsApp reminders — how MedART Scheduler reduces no-shows and double-booking.