Custom waiting list management software with access times
Appfront builds waiting list software for care organisations and other institutions with limited capacity: one waiting list per type of care or location, every registration recorded with date, urgency and preferences, access time per person and per type of care automatically measured against the applicable standard, bridging care and contact moments recorded, and placement the moment a place becomes available, in the order you have set. So the question of how long someone has been waiting does not have to come from three spreadsheets.
What is waiting list management software with access times?
Waiting list management means keeping track of who is waiting for which care or place, since when, with what urgency, and what happens in the meantime. Access time is the time between registration and start, and in many sectors there are standards for it: in mental health care the Treek norms, and in other sectors agreements with funders or your own target. Waiting list software records every referral with its date and urgency, measures access time per person and per type of care, flags anyone approaching or exceeding the standard, logs bridging care and contact moments, and supports placement in the order your organisation applies.
Without such a system, each location keeps its own list, urgency sits in a note, nobody knows whether someone who has been waiting three months has already been placed elsewhere, and access time is calculated by hand each quarter for reporting. A referrer who calls to ask how long it will take gets an estimate; an inspector who asks for the waiting list gets a file that was last updated last week.
We build custom development because the waiting list has to match your types of care and your rules: which standards apply, how urgency is determined, what order you follow for placement, what bridging care you offer, and which client record the client moves into afterwards. A generic list knows nothing about standards, urgency or bridging care.
One waiting list per type of care
Referrals per type of care or location in a single system, with date, referrer, urgency, preferences and status, so that one person is not on three lists at once.
Access time against the standard
For each person, the time since referral, and for each type of care the average, measured against the applicable standard, with an alert when someone approaches it.
Placement and bridging care
When a place becomes available, the order according to your rules, and until then the bridging care and contact moments recorded, so that waiting is never a silence.
How we build your waiting list management software with access times
We start with your latest access time report: how it was compiled, which lists were brought together for it, and where it became uncertain. The software follows from there.
Which types of care and locations have waiting lists, which standards apply, how urgency is determined, how placement works today, what bridging care you offer and whom you report to.
The waiting list per care type with referrals, urgency and preferences, linked to the client in your records so nothing is entered twice.
Measurement per person and per type of care against the standard, alerts when it is exceeded, and bridging care and contact moments for each person waiting.
Placement order according to your rules, reporting to referrers and regulators, integration with the client record, and then management and expansion into capacity planning.
What waiting list management software with access times concretely does
The components below come up in almost every organisation with waiting lists. Which ones you need depends on your sector and on the standards that apply to you.
Referral and waiting list
The people waiting per type of care or location, with referral date, referrer, urgency, preferences and status, along with a history of changes.
Access time measurement
For each person the time since referral, and for each type of care the average and spread, measured against the standard, using the definition of start that you apply.
Alerts
Alerts when someone approaches or exceeds the standard, when a contact moment is missed, or when an urgent referral has not yet been assessed.
Bridging care and contact
For each person waiting, the bridging care and contact moments, with who, when and what was agreed, visible to the whole team.
Placement order
When a place becomes free, the candidates in the order your rules determine: urgency, waiting time, preference, suitability. The decision is recorded with its reason.
Reporting
Access times per care type, per location and per period, in the format used by referrers, funders and regulators, plus a live waiting list for your website.
Who We Build Waiting List Management Software with Access Time Tracking For
The software is designed for organisations where demand exceeds capacity and where waiting goes unseen until someone asks about it.
Mental healthcare institutions
Referrals per care type with Treek standards and reporting to health insurers. Access time measurement and alerts are at the core.
Care for People with Disabilities and Elderly Care
People waiting for a place in a residence or day care, often facing long waits and interim support. Interim support and placement order matter most.
Youth Care
Referrals from municipalities and referrers with urgency, and reporting to the region. Urgency assessment and reporting per municipality are what's needed.
Childcare and Education
Waiting lists per location and per group with priority rules. One list across locations and the placement order are at the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page covers the waiting list and access times. For broader care software, see our page on building care software; for mental health, see our page on mental health software; and for the plan that follows placement, see our page on an app for the support plan in disability care. You can read about our approach at custom software development.
If the matter is visits to a museum that need to be spread across time slots, see our software for time slot booking for museum visits.
Why Choose Appfront for Your Waiting List Management Software with Access Time Tracking?
A waiting list is a promise to someone who is waiting. We build on that: one list, a measured access time and contact in the meantime.
One person, one place on the list
Referrals across locations in one system. Anyone placed elsewhere leaves the list; anyone who was listed twice appears only once.
Access time is a measurement
Not a quarterly estimate, but for each person the time since referral against the standard, updated every day. Reporting is an export.
Waiting is not silence
Interim support and contact points are recorded for the person waiting. The team sees who has not heard anything for too long, and the person waiting knows where they stand.
Security and Privacy in Waiting List Management Software with Access Time Tracking
The software handles special category personal data about health, as well as data from referrers and funders. Access is set up by role and care type: the intake officer manages the list, the team sees those waiting for their own care type, and the referrer sees only the status of their own referrals through a portal. Every access and change is logged, and the software aligns with the NEN 7510 setup of your organisation and the data processing agreement with your records supplier.
The software runs in a European data centre, with encrypted storage and daily back-ups. Integrations with the client record and the planning system use their own keys, which can be revoked per integration.
Frequently Asked Questions about Waiting List Management Software with Access Time Tracking
Questions care organisations ask before they start.
It maintains one waiting list per care type or location with referral date, urgency and preferences, measures the access time for each person and each care type against the applicable standard, flags breaches, records interim support and contact points, and supports placement with the order you apply. Reporting to referrers, funders and regulators is drawn from the same data.
From the date of registration until the point you define as the start, for example the intake or the first treatment, per person. For each type of care, the software calculates the average and the spread and sets these against the standard that applies to that care type. You set which definitions and standards you use.
Yes. Urgency is assigned at registration according to your own criteria and can be adjusted later, with a reason given. When a place becomes available, the software shows candidates in the order your rules determine, and the final choice is recorded with a reason. The rules are yours; the software applies them consistently.
Access times per care type, location and period come directly from the waiting list, in the format that referrers, health insurers, municipalities or regulators ask for. A live waiting time per care type can be shown on your website without anyone updating it by hand.
The registration is given the status that care starts elsewhere, along with the date and the reason, and it is removed from the active list. In reporting, that person counts in the category you use for this, so the access time is not distorted by people who are still waiting but are no longer on the list.
Yes. When someone is registered, the client is taken from the file or created there, and upon placement the status and start date flow back. We connect to the file you use; the waiting list does not become a second client register.
Check that first. Some EHRs have a waiting list function, and that can be enough for a single form of care and one location. Custom makes sense if the list has to work across locations and forms of care, if access times have to be measured against standards and reported, if bridging care and contact have to be recorded, or if placement has to follow your own rules.
One waiting list, a measured access time and nobody waiting in silence?
Tell us which types of care have waiting lists, which standards apply to you and how your latest access-time report was produced. We will show you what the waiting list, the measurement and the placement look like.