“Batteries Not Included”

Team G

Erica Hinkal Team Lead/Business Major

Benjamin Good Research/Business Major

Fatumi Bako Research/Business Major

Adam Walters Editor/Business Major

Ganiu Oshodi Co-Lead/Business Major

Todd French Developer/CIS Major

Eric Blevins Developer/CIS Major

Existing StateExisting State

Primary ChallengesPrimary Challenges

        Several internal processes are too labor Several internal processes are too labor intensive.intensive.

        Several internal processes are not efficiently Several internal processes are not efficiently accomplishing the stated task.accomplishing the stated task.

         Several internal processes are never Several internal processes are never completed given the problems they possess. completed given the problems they possess. (they are always a “work in progress”)(they are always a “work in progress”)

Existing StateExisting State

Four Practice LocationsFour Practice Locations

Doctors SchedulingDoctors Scheduling

• Four days a weekFour days a week

Staff SchedulingStaff Scheduling

• Currently no system implementedCurrently no system implemented

Document SharingDocument Sharing

• Courier Courier

Existing StateExisting State

RecommendationsRecommendations

• Automate Labor Intensive Processes.Automate Labor Intensive Processes.

• Streamline and Simplify Existing Streamline and Simplify Existing Methods.Methods.

• Improve Communication within the Improve Communication within the organization through web site and e-organization through web site and e-mail implementation.mail implementation.

Existing StateExisting StateRecommendations (cont.)Recommendations (cont.)

• Create an easier way to construct Create an easier way to construct and distribute doctor schedules.and distribute doctor schedules.

• Create an easier way to construct Create an easier way to construct and distribute staff schedules.and distribute staff schedules.

• Provide up-to-date, online document Provide up-to-date, online document sharing for all staff.sharing for all staff.

BusinessBusiness NeedsNeeds

• A single scheduling mechanism that A single scheduling mechanism that could be used to schedule the could be used to schedule the doctors. doctors.

• The transportation of documents. The transportation of documents.

• Scheduling application that could be Scheduling application that could be used to schedule the staff. used to schedule the staff.

SolutionsSolutions

Solution 1Solution 1• Scheduling application for doctors- An ASP Scheduling application for doctors- An ASP

application was created to enable Pediatric application was created to enable Pediatric Associates to view and update the doctor’s Associates to view and update the doctor’s schedules.schedules.

Solution 2Solution 2• The transportation of documents-The transportation of documents- We enhanced We enhanced

the current website to allow the users to the current website to allow the users to download useful PDF forms and documents.download useful PDF forms and documents.

Solutions (Cont.)Solutions (Cont.)

Solution 3Solution 3

• Scheduling application for staff- Our Scheduling application for staff- Our review revealed that the project would review revealed that the project would yield definite benefits to the staff, yield definite benefits to the staff, however this could not be accomplished however this could not be accomplished due to time constraints. This was not due to time constraints. This was not the primary project to which we devoted the primary project to which we devoted the vast majority of our effort and the vast majority of our effort and resources.resources.

Solution 1 JustificationSolution 1 Justification

• Pediatric Associates requires an ASP Pediatric Associates requires an ASP web application that will allow an web application that will allow an administrator to input and change administrator to input and change doctor’s and staff schedules as needed. doctor’s and staff schedules as needed. The new web scheduling application The new web scheduling application will allow them the opportunity to view, will allow them the opportunity to view, and print, the schedule without and print, the schedule without assistance from the Office assistance from the Office Administrator.Administrator.

Solution 1 DescriptionSolution 1 Description

• As many as three scheduling calendars are As many as three scheduling calendars are required.required.

• The scheduling calendars will The scheduling calendars will automatically come up with the proper automatically come up with the proper dates according to month and year.dates according to month and year.

• The ability to print off the schedules so The ability to print off the schedules so they are legible and no information is cut they are legible and no information is cut off.off.

• The schedules will be printed on multiple The schedules will be printed on multiple pages with page numbers.pages with page numbers.

Solution 1 DeliverablesSolution 1 Deliverables

• Three ASP scheduling calendars that Three ASP scheduling calendars that will include:will include:– Buttons for adding, updating, and Buttons for adding, updating, and

deleting information.deleting information.– A drop down list box with physician A drop down list box with physician

names.names.– Text boxes for entering work times.Text boxes for entering work times.

• Administrator and user manuals.Administrator and user manuals.

Solution 1 ObjectivesSolution 1 Objectives

• Three working scheduling Three working scheduling applications.applications.

• Legible, printable schedules.Legible, printable schedules.

• Administrator and user Administrator and user comprehension and satisfaction.comprehension and satisfaction.

• Completed project by February 14, Completed project by February 14, 2005.2005.

Solution 2 JustificationSolution 2 Justification

• Pediatric Associates requires modifications Pediatric Associates requires modifications to their existing ASP webpage. These to their existing ASP webpage. These additions include:additions include:– Links that enable doctors and staff to download Links that enable doctors and staff to download

forms directly.forms directly.– Links for staff to visit outside resources.Links for staff to visit outside resources.– Links that enable patients to download forms Links that enable patients to download forms

directly.directly.– Links for patients to visit outside resources.Links for patients to visit outside resources.

• These modifications would reduce if not These modifications would reduce if not eliminate the need for a courier service.eliminate the need for a courier service.

Solution 2 DescriptionSolution 2 Description

• The ability for doctors to retrieve forms The ability for doctors to retrieve forms such as:such as:– Monday-Thursday Call ScheduleMonday-Thursday Call Schedule– Annual Call ScheduleAnnual Call Schedule– Time Off Request FormTime Off Request Form– Schedule for Doctor Time Off RequestsSchedule for Doctor Time Off Requests– Extended Doctor ScheduleExtended Doctor Schedule– Minimums Service LevelsMinimums Service Levels– Doctor ScheduleDoctor Schedule

Solution 2 Description Solution 2 Description (cont.)(cont.)

• The ability for staff to retrieve forms The ability for staff to retrieve forms and visit links such as:and visit links such as:– The Employee HandbookThe Employee Handbook– 401K Companies Website401K Companies Website– Employee Phone ListEmployee Phone List– Time Off Request FormsTime Off Request Forms

Solution 2 Description Solution 2 Description (cont.)(cont.)

• The ability for patients to retrieve forms and The ability for patients to retrieve forms and visit links such as:visit links such as:– New Patient HandbookNew Patient Handbook– Link to Children’s Hospital WebsiteLink to Children’s Hospital Website– Link to the American Academy of Pediatrics Link to the American Academy of Pediatrics

WebsiteWebsite– HIPAA FormHIPAA Form– Change and Update Insurance Information FormChange and Update Insurance Information Form– Consent for Office Visit FormConsent for Office Visit Form– Request for Medical Record and Immunization Request for Medical Record and Immunization

Records FormRecords Form– Billing Information FormBilling Information Form

Solution 2 DeliverablesSolution 2 Deliverables

• Buttons for patient, staff, and doctors Buttons for patient, staff, and doctors on the main webpage that gives on the main webpage that gives access to the appropriate forms and access to the appropriate forms and web links.web links.

• Administrator and user manuals.Administrator and user manuals.

Solution 2 ObjectivesSolution 2 Objectives

• Working loginsWorking logins

• Working downloadable formsWorking downloadable forms

• Working outside web linksWorking outside web links

• Administrator and user Administrator and user comprehension and satisfactioncomprehension and satisfaction

• Completed project by February 14, Completed project by February 14, 20052005

Solution 1 & 2 Solution 1 & 2 Assumptions/ConstraintsAssumptions/Constraints

• AssumptionsAssumptions– Client will not change the scope.Client will not change the scope.– We have all the appropriate forms to We have all the appropriate forms to

upload.upload.

• ConstraintsConstraints– Limited resources and time.Limited resources and time.

New State and Key Business New State and Key Business MeasuresMeasures

Before: Schedule Before: Schedule

• Doctors schedules were created in Doctors schedules were created in excel.excel.

• Distributed by hand/courier.Distributed by hand/courier.

• Required a considerable amount of Required a considerable amount of time to complete.time to complete.

• Consequently making Pediatric Consequently making Pediatric Associates less effective.Associates less effective.

New State and Key Business New State and Key Business Measures (cont.)Measures (cont.)

Before: DocumentsBefore: Documents

• Were distributed by courier.Were distributed by courier.

• Employees had to wait on an Employees had to wait on an updated version.updated version.

• New documents were made, due to New documents were made, due to the loss of hardcopies.the loss of hardcopies.

New State and Key Business New State and Key Business Measures (cont.)Measures (cont.)

Now: ScheduleNow: Schedule

• Doctor’s schedule is now available to view Doctor’s schedule is now available to view and update via the company website.and update via the company website.

• Labor required to produce the schedule will Labor required to produce the schedule will be reduced by 50%.be reduced by 50%.

• Doctors will be able to view, save, and print Doctors will be able to view, save, and print complete schedules.complete schedules.

• Courier cost will be reduced by $40 per Courier cost will be reduced by $40 per day.day.

New State and Key Business New State and Key Business Measures (cont.)Measures (cont.)

Now: DocumentsNow: Documents• Staff will be able to view and print Staff will be able to view and print

current and updated versions of current and updated versions of documents online in a PDF.documents online in a PDF.

• Elimination of lost time searching for Elimination of lost time searching for a document.a document.

• Reduction in courier cost.Reduction in courier cost.• Increase in staff efficiency by 25%.Increase in staff efficiency by 25%.

New State and Key Business New State and Key Business Measures (cont.)Measures (cont.)

Pediatric Associates will be affected in Pediatric Associates will be affected in the following areas:the following areas:

• Technology Technology

• EconomicEconomic

• Time savedTime saved

• CompetitiveCompetitive

Technical SolutionTechnical Solution

Web Updates, Scheduling App, and Web Updates, Scheduling App, and Online DocumentsOnline Documents

Overview of the SolutionOverview of the SolutionDefault Page

Pediatric Associates

Login Page DatabaseVerification

StaffPage

DoctorsPage

AdminPage

Schedule

Documents

Schedule

Documents

AdminTools

Based on loginverification the

user will bedirected to one

of threedestinations

•Defined and Expanded upon the Private Site of the Client’s Web Site•explanation (based upon login and password the user is directed to one of three destinations)

Overview of the ChangesOverview of the Changes

Staff SideStaff Side• documentsdocuments• scheduling application (read only accessscheduling application (read only access))Doctor SideDoctor Side• documentsdocuments• scheduling application (read only access)scheduling application (read only access)AdministratorAdministrator• scheduling application (full access)scheduling application (full access)

Link: Link: • Pediatric AssociatesPediatric Associates

Online DocumentsOnline Documents

• Explanation Explanation • Staff Documents Staff Documents Pediatric AssociatesPediatric Associates• Doctor Documents Doctor Documents Pediatric AssociatesPediatric Associates

**important note- Nearly All of the Links in the **important note- Nearly All of the Links in the document section are to documents that are in document section are to documents that are in PDF, (portable document format). This PDF, (portable document format). This requires the user to have a functioning copy requires the user to have a functioning copy Adobe Acrobat Reader**Adobe Acrobat Reader**

• User and admin manuals also online in the User and admin manuals also online in the document sectiondocument section

The Scheduling ApplicationThe Scheduling Application

• Explanation of capabilitiesExplanation of capabilities

• DemoDemo Pediatric AssociatesPediatric Associates

Change ManagementChange Management

Understanding the need a new scheduling Understanding the need a new scheduling application:application:

• The scheduling application will improve The scheduling application will improve the process by saving time and resources.the process by saving time and resources.

• Instead of four days the schedule can be Instead of four days the schedule can be made in less than a day. made in less than a day.

• Any changes can be made it a few minutes Any changes can be made it a few minutes and instantly updated to the website.and instantly updated to the website.

Change Management (cont.)Change Management (cont.)

Understanding the need for PDF Understanding the need for PDF documents:documents:

• The time lost from document The time lost from document searching will all but be recovered. searching will all but be recovered.

• A staff member can now go online A staff member can now go online and retrieve his/her own documents and retrieve his/her own documents and print them offand print them off..

Change Management (cont.)Change Management (cont.)

Vision and Strategic PlanningVision and Strategic Planning

• Our Vision: To use the staff’s resources to Our Vision: To use the staff’s resources to their fullest potential. their fullest potential.

• The time saved can be put to better uses.The time saved can be put to better uses.

• The best indications that our efforts have The best indications that our efforts have paid off are the client’s approval and paid off are the client’s approval and employees accepting the new employees accepting the new applications.applications.

Change Management (cont.)Change Management (cont.)

Implementation & TrainingImplementation & Training• The new coded web pages have been uploaded The new coded web pages have been uploaded

to the clients’ FTP site. to the clients’ FTP site. • Fully train the assistant administrator how to use Fully train the assistant administrator how to use

the new scheduling application and how to the new scheduling application and how to update the databases to better serve her needs. update the databases to better serve her needs.

• Administration manuals as well as user manuals Administration manuals as well as user manuals have been written to help in this process. have been written to help in this process.

• They have been uploaded to the website as well.They have been uploaded to the website as well.

Change Management (cont.)Change Management (cont.)

TransitionTransition• This application was the primary objective This application was the primary objective

of our client.of our client.• Making transition time very short.Making transition time very short.• The new downloadable forms buttons are The new downloadable forms buttons are

integrated with the original forms buttons integrated with the original forms buttons so there will be a low transition time there so there will be a low transition time there as well. as well.

• The staff need only be aware that they are The staff need only be aware that they are available on the website.available on the website.

Change Management (cont.)Change Management (cont.)

Follow-UpFollow-Up• A follow-up session will determine how A follow-up session will determine how

well the changes were accepted.well the changes were accepted.• This should be held next semester by the This should be held next semester by the

consulting team to ensure that our teams’ consulting team to ensure that our teams’ efforts were a success.efforts were a success.

• In two semesters a consulting team needs In two semesters a consulting team needs to check in with Pediatric Associates to see to check in with Pediatric Associates to see if they need any other assistance.if they need any other assistance.

Questions & AnswersQuestions & Answers