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Physician Scheduling Software to Manage Shifts Efficiently

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Client

Telemedicine Service Provider

Industry

Specialty Healthcare

Services

Workflow Automation

Tech

Python

Access Telecare Project Overview

Access Telecare is a group of specialists working with hospitals and outpatient clinics to provide remote care services. They partnered with Folio3’s Digital Health team to streamline their physician scheduling process. Their current process involved managing data manually, which was time-consuming and prone to human error.  Prior lessons learned from the physician scheduling systems sought an important area for improvement —- the use of an automated doctor scheduler. This led to crafting the automated physician scheduling software to extract, model, and optimize data from their MS Excel sheets to manage physician and doctor shift hours effortlessly.

Automation Scope

  • Doctors' preferred scheduling
  • Pinned shifts based on the doctor's availability
  • Setup of max. consecutive shifts & days
  • Priority supervision of patients

Challenges:
The Dire Need for Physician Scheduling Software

The client had multiple Excel sheets for various hospitals and doctors. On their road to streamlining scheduling and optimizing doctors’ shifts, they faced numerous challenges:

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  • Manual Data Management: They relied on disparate spreadsheets which asked for manual data entry and manipulation. Entering data manually is consuming valuable time and resources hence hindering productivity.
  • Inefficient Scheduling: Creating a timetable or agreeing to a shift swap was difficult and time-consuming, which led to the use of several different communication channels by the doctors, such as SMS, calls, and emails.
  • Scalability: The manual data entry and management into the spreadsheets considering the large group of hospitals, doctors and their availability of the shifts hindered the scalability of the scheduling process and therefore a messy tracking. 
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Our Solution:
Automated Physician Scheduling Software

To address Access Telecare’s challenges, Folio3 Digital Health devised a platform strategy that led to the creation of physician scheduling software:

 Data Extraction

We developed tools to extract data from Access Telecare's Excel sheets. The enablement of this feature eliminated the need for manual entry.

Data Modeling

The data modeling techniques involved the analysis of historical data to identify patterns and trends that led us to develop an optimized scheduling algorithm.

Optimization Algorithm

Our team created an optimization algorithm tailored to Access Telecare's specific requirements, considering the doctor’s availability that was further split into maximum consecutive shifts and minimum consecutive days and their percent shift’s coverage.

Automated Schedule Generation

With the optimization algorithm in place, we automated the process of generating new Excel sheets with optimized care provider schedules, leaving no room for underutilized doctors.

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Impact

  • The monthly shift capacity has grown by 3X after implementing the automated physician scheduler
  • Our custom medical scheduling software saved massive costs for hospitals
  • It optimized their time and resource utilization.
  • It has spared the clinicians from entering data to now focus on critical tasks such as patient care, doctors’ assistance, and managing emergency response tasks.
  • The solution helps abstain from double-booking and reduces the chance of doctors canceling their shifts because of time conflicts caused by human error.
  • Patients now are never left unattended which further enhances patient experience.
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