How Texas Oncology Round Rock brought order and visibility to complex patient flow.

Texas Oncology Round Rock manages a busy oncology environment where patients may move between appointments, infusion, different departments, and scheduling before their visit is complete. With 30 to 50+ patients coming in on a typical day, keeping that flow organized is essential.

Before Qure4u's Patient Navigator and Patient Tracker, managing all those moving pieces could get chaotic. Today, Patient Navigator keeps patients informed with digital lobby displays and text notifications, while giving staff better visibility into where patients are throughout their visit.

We sat down with Loretta Herrera and Kayla Dombrowski to hear how their team uses Qure4u to create a more organized experience for patients while saving staff time.

01 — The challengeBefore, "who's next?" wasn't easy to answer

Before Patient Navigator, managing the scheduling line was largely manual. Staff would call for the next patient, but in a busy lobby, multiple people could believe it was their turn.

"You would say next and everybody thought they were next and they weren't," Loretta recalled.

The challenge was compounded by patients waiting for different reasons — appointments, infusions, scheduling, and other needs. For patients already navigating cancer care, the confusion could create unnecessary frustration.

02 — Patient NavigatorNow every patient has a clear place in line

Patient Navigator replaced that uncertainty with a more organized process. Patients now wait until the team is ready for them and know exactly when and where they're being called.

"It helps us stay organized. It helps the patients know when they're going to get called," Loretta said. "It put an end to the arguments in the lobby when nobody really knew who was next or what you were there for."

That visibility is especially valuable when patients move between different parts of their care journey. And if questions come up about who's next, staff have a clear answer instead of relying on memory.

03 — Patient TrackerTurning patient flow into something managers can measure

Patient Navigator has a staff-facing interface called Patient Tracker. For Loretta, Patient Tracker is an important management tool. The data gives her visibility into how many patients the front desk staff are handling and how long those interactions take.

"It helps me determine who is spending the most time with the patients, what we can work on to help improve that, to make that flow a little bit quicker and easier," she said.

It also brings objectivity to conversations about workload. If questions arise about how work is being distributed, Loretta can pull up the tracker and see what's actually happening.

For a busy team, especially one operating short-staffed at times, that visibility helps keep workloads balanced and patient flow moving.

04 — Staying organizedA workflow the team doesn't want to go back from

Today, Patient Navigator and Patient Tracker are embedded in how Round Rock manages patient flow. Staff can communicate about who is taking which patient and keep the workflow moving even as availability changes throughout the day.

For Loretta, returning to the old process isn't realistic.

"Our office is way too big for us to ever go back," she said. "It would just create too much confusion for the patients and for my schedulers."

Before Qure4u, she described the process simply: "It was pretty chaotic."

Now, the biggest difference is just as simple: "It just goes back to being organized."

05 — The recommendation"Do it."

When asked what she would tell another practice considering Patient Navigator and Patient Tracker, Loretta didn't hesitate:

"Do it."

In fact, the system has become something she specifically shows other Texas Oncology locations during site visits.

"Anybody who comes and does a site tour, that's one of the biggest things that I show to them because it's just helped us in lots of ways."

For Texas Oncology Round Rock, Patient Navigator and Patient Tracker have made a complex, high-volume patient journey easier for staff to manage and easier for patients to navigate.