Queue System

Manage your waiting room efficiently with real-time queue tracking, patient notifications, and estimated wait times.

How It Works

Queue Flow

  • Patient arrives (with appointment or walk-in)
  • Receptionist checks them in → queue token generated
  • Patient views queue status on their phone
  • Doctor calls next patient
  • Receptionist marks as "serving" → patient notified
  • Visit completed → next patient called

    • Queue Tokens

    Each patient receives a unique, secure token:

    • 64-character cryptographic string
    • Valid for 7 days
    • Shareable link format: clinic.beeseen.clinic/q/{token}
    • No login required to view

    Daily Queue Settings

    Configure each doctor's queue in Settings → Queue:

    Per-Day Settings

    | Setting | Description | Example | |---------|-------------|---------| | Start Time | When queue opens | 9:00 AM | | End Time | When queue closes | 5:00 PM | | Default Duration | Avg time per patient | 15 min | | Max Patients | Daily limit | 30 | | Buffer Time | Break between patients | 5 min |

    💡Different settings can be configured for each day of the week!

    Managing the Queue

    Queue Dashboard

    The receptionist sees a real-time board:

    • Waiting — patients ready to be seen
    • With Doctor — currently being served
    • Completed — finished for the day
    • No-Show — didn't arrive when called

    Check-In Actions

    For each patient:

    • Check In — add to waiting queue
    • Call Next — move to "serving" status
    • Skip — move to end of queue
    • Remove — cancel their queue position

    Priority Handling

    Mark patients as priority:

  • Click the patient in queue
  • Toggle Priority
  • Patient moves up (but doesn't jump ahead of currently serving)

    • Use for: urgent cases, elderly patients, disabilities

    Patient Queue Status Page

    What Patients See

    When patients access their queue link, they see:

    • Current queue number being served
    • Their position in line
    • Estimated wait time (calculated from avg duration)
    • Clinic location and contact info

    Mobile-Optimized

    The status page is:

    • Mobile-first design
    • Auto-refreshes every 30 seconds
    • Works without app download
    • Supports offline caching

    Real-Time Notifications

    Queue Updates

    Patients receive notifications when:

    | Event | SMS | WhatsApp | |-------|-----|----------| | Checked in | ✅ | ✅ | | 3 patients ahead | — | ✅ | | 1 patient ahead | ✅ | ✅ | | Their turn now | ✅ | ✅ |

    Notification Content

    Example SMS: 

    BeeSeen Clinic: You are now #5 in line.
Estimated wait: ~20 minutes.
Track: clinic.beeseen.clinic/q/abc123...
    ℹī¸WhatsApp messages include rich formatting and clinic branding!

    Queue-Driven Onboarding

    While patients wait, they can complete their profile:

    Phased Completion

    The queue status page prompts patients through steps:

  • Basic Info (required) — Name, phone, DOB
  • Demographics — Address, emergency contact
  • Medical History — Allergies, conditions, medications
  • Insurance & Consent — Insurance details, T&C acceptance

    • Benefits

    • Less paperwork at reception
    • Faster visit flow
    • More complete patient records
    • Digital consent captured

    Kiosk Mode (Premium+)

    Self-Service Check-In

    Set up a tablet at your entrance:

  • Go to Settings → Kiosk Mode
  • Generate a kiosk URL
  • Open on a dedicated tablet
  • Patient scans QR or enters phone → auto check-in

    • Kiosk Features

    • Large touch-friendly buttons
    • Arabic/English toggle
    • QR code scanner support
    • Auto-creates appointment for walk-ins
    ⚠ī¸Kiosk mode should be used on a dedicated tablet — don't use your personal device!

    Waiting Room Display (Premium+)

    Clinic TV Dashboard

    Display current queue status on a waiting room TV:

  • Go to Settings → TV Display
  • Copy the display URL
  • Open on a smart TV or connected device
  • Display shows:
    • - Current number being served - Next few numbers - Estimated wait time - Clinic announcements

    Customization

    • Custom background image
    • Clinic logo placement
    • Message rotation (promotions, health tips)
    • Mute/unmute audio chime

    Queue Analytics

    Available Reports

    In Reports → Operational:

    • Average wait time by doctor
    • Peak hours heatmap
    • Patients served per hour
    • Queue abandonment rate (left before being seen)

    Improving Efficiency

    Use data to optimize:

    • Add staff during peak hours
    • Adjust slot durations based on actual times
    • Identify bottlenecks in the flow