Case Study: Yale University achieves streamlined MRI scheduling and reduced administrative burden with Sign In Scheduling

Equipment utilization improvements at a large American University

Yale University’s Biology Department was struggling to manage heavy demand for its research MRI scanners using Microsoft Excel and email, creating a large administrative burden, missed bookings and underused equipment as bookings ran as high as 50–100 per week. To address this, Yale adopted Sign In Scheduling’s enterprise appointment solution — including an online booking page and automated confirmation/reminder messaging — to replace manual coordination and better control equipment usage.

Sign In Scheduling implemented an online booking page, automated SMS/email confirmations and reminders, service-specific messaging, satisfaction surveys and calendar sync after a three-month proof of concept. The change delivered measurable results: more than 29,400 appointments scheduled to date, 28 staff on the account, about 60 bookings per week, roughly 250 messages sent weekly and ~50 visits to the booking page per week, reducing admin time, improving equipment utilization and giving staff a real‑time view so they can focus on research.

Yale University