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Scheduling

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A Scheduling Module is required to simplify the process by which, staff members schedule patient appointments in any department or facility across the hospital.

The module should allow the recording of detailed patient information, such as referring physicians , treating doctor, urgency level and estimated length of stay.

Furthermore, the module should allow booking of patients requiring multiple treatments, and manage resources efficiently.

 
The following has been extracted from a recent RFP. I've included it here for your reference. It may prove useful for anyone preparing such a document.
Please feel free to comment on this list, and propose any items that you think should have been included in this list. 

Scheduling

Description
Scheduling
Patient queue management, consultation details
A Scheduling Module is required to simplify the process by which, staff members schedule patient appointments in any department or facility across the hospital.

The module should allow the recording of detailed patient information, such as referring physicians , treating doctor, urgency level and estimated length of stay.

Furthermore, the module should allow booking of patients requiring multiple treatments, and manage resources efficiently.


>>> General
 
1   Allow for alternative appointment times
2   Control the time window in which an appointment can take place
3   Support online scheduling of appointments for inpatient services
4   Support online scheduling of appointments for outpatient services
5   Support hospital scheduling of any patient service for multiple entities (ex: outpatient services, physical therapy , RIS..)
6   Provide ability to schedule services and resources throughout the hospital regardless of where the service is rendered or where the request was initiated
7   Support integrated, inter-departmental scheduling to avoid time and service conflicts for different clinical areas across separate entities and facilities
8   Provide ability to process referrals and authorizations
9   Support centralized scheduling
10   Support scheduling from physician offices ( outside the Hospital )
11   Allow user to define staff resource availability parameters for scheduling purposes
12   Allow user to define default time lengths for services or exams
13   Allow user to define idle times with default service time lengths to account for prep time, staff changes, etc..
14   Allow user to define standard wait period between appointments
15   Allow user to define time periods within the day for specific services to be performed
16   Allow user to define daily time parameters that first and last exams may be scheduled ( ex: 8:00 to 5:00) by department or resource
17   Allow user to define default schedule dates for speeding scheduling process
18   Allow user to define scheduling logic parameters or precautions ( ex: diabetic should not be scheduled at mealtime, ability to block scheduled time )

>>> Patient Scheduling
 
19   Support scheduling of patient services by room
20   Support scheduling of patient services by equipment
21   Support scheduling of patient services by department sub-section or modality
22   Support scheduling of patient services by staff resource ( ex: therapist , nuclear medical technician)
23   Provides ability to schedule out-of-service resources
24   Support scheduling in 15 minute increments
25   Support scheduling of staff resources in user-defined groups or teams ( ex: pediatrics )
26   Support scheduling of staff resources from multiple teams or groups
27   Support scheduling of staff as a resource from multiple teams
28   Support ability to confirm availability of resources
29   Support ability to quantify staffing needs based on schedules
30   Allow scheduling of multiple services at one time for a single patient
31   Provide ability to notify user if an appointment is not yet authorized
32   Support scheduling of services that require multiple resources ( ex: room, equipment, staff)
33   Support scheduling of patients in groups ( ex: three patients at the same time in the same room with the same therapist )
34   Provide ability to schedule walk-in patients
35   Provide ability to schedule new patients without complete registration ( ex: minimal demographic data set )
36   Provide ability to attach free form notes to ‘reason for visit’ codes and indicate the existence of the note ( ex: icon displayed on screen )
37   Support ability to enter special instructions into schedules
38   Provide ability to search for and display next available appointment slots
39   Provide ability to search for and display open or existing patient appointments when scheduling a patient
40   Automatically generate best-fit patient schedule for multiple appointments on same day with second best fit / alternative scheduling logic
41   Support scheduling of recurring or series of appointments ( ex: Physical therapy each Tuesday and Thursday , 11:00 or 10 weeks )
42   Support scheduling series visits for a specific number of authorized visits and alerts user that ‘x’ visits remain
43   Allow scheduling of appointments for any point in the future ( ex: schedule follow up for 6 months or a year in future, not just 4 weeks )
44   Support reserving blocks of time for specific purposes, requesting physicians, special appointments, etc..
45   Provide ability to block out times in advance that are unavailable for scheduling ( ex: in-services, team meeting, part time schedules )
46   Allow changes to schedule without having to re-enter data
47   Provide ability to limit the number of times a particular procedure can be scheduled for a provider and flag when the limit is reached
48   Automatically record and store identity of person entering patient appointments and scheduling resources for audit purposes
49   Provide ability to inquire and view names and reasons for visit for each patient in an over-booked time slot
50   Provide ability to restrict access to double-booking capability by department
51   Display warnings with ability to override for double booking of resources
52   Allow scheduling of exams prior to receipt or entry of physician order
53   Allow scheduler to override default exam time length for special circumstances
54   Support cancellation of patient services with entry of reason code for reporting purposes
55   Provide ability to display schedule in various formats ( ex: daily, weekly, patient name , reason for visit, etc.. )
56   Provide ability to display six days of schedules on screen at once
57   Provide access to and display integrated calendar and on-line phone books within scheduling system
58   Support ability to communicate by e-mail , fax from within scheduling system
59   Support ability to send e-mail from within scheduling system
60   Print chart requests automatically in medical records based on patient service schedule dates
61   Track appointment statistical information including no shows, cancellation reasons, and user-defined categories for subsequent queries and reporting
62   Support deleting past schedule data according to user defined parameters
63   Support user defined report retention period
64   Provide access to a clear audit trail of scheduling activities for review purposes
65   Provide ability for physician’s office to view scheduling audit trail noting person scheduling or changing appointments
66   Support programming logic so that cancellation of the order results in cancellation of the appointment
67   Support programming logic so that cancellation of the appointment results in cancellation of the order
68   Provide ability to retain history of scheduling data for past 12 months

>>> Patient Information
 
69   Provide online link to patient’s insurance benefits information regarding covered services and co-payments, and alert if a referral is required
70   Provide ability to require authorization of insurance before finalizing schedule
71   Support entry and display of transport requests showing which patients need transport, mode of transport, etc..
72   Maintain and provide ability to display and print patient preparation instructions ( ex: diet instructions ) when exam is scheduled

>>> Resource Management
 
73   Support ability to substitute staff, equipment and resources for appointments with system suggesting available backup resources
74   Ability to monitor and switch resources in an emergency

>>> Conflicts
 
75   Support automatic conflict checking , check for and warn scheduler of conflicting exam or service scheduling
76   Allow scheduler to override warning of conflicting schedules
77   Automatically check for and warn user of duplicate exam scheduling , and indicate second best
78   Automatically check for and warn user of incompatible test conflicts when entering requests for a patient.
79   Automatically check for and warn of improper exam sequences ( ex: exams using barium do not conflict with other exams )
80   Allow user to define system parameters for improper exam sequences that generate warnings
81   Support schedule templates and rules-based logic for scheduling alerts
82   Automatically check for and warn scheduler if physician has suspended privileges
83   Allow scheduling more than one patient ( ex: double-booking, overbooking ) for a time slot by authorized user

>>> Query
 
84   Support online search for patient data by name and phonetic search
85   Support inquiry and display of patient schedules by patient name
86   Support inquiry and display of patient schedules by room
87   Support inquiry and display of patient schedules by procedure
88   Support inquiry and display of patient schedule by staff resource
89   Support inquiry and display of patient schedules by radiologist or other physician
90   Support inquiry and display of patient schedules by department
91   Support inquiry and display of inpatient location ( ex: room , bed ) within scheduling functions
92   Support inquiry and display of patient clinical information within scheduling functions
93   Support online graphic displays of all schedules

>>> Registration and Booking , Waiting List
 
94   Allow for entry details for a waiting list
95   Allow for booking the patient for elective admission
96   Allow multiple bookings for the same patient on the waiting list
97   Items to appear on the waiting list :- Patient number
98   Items to appear on the waiting list :- Social Security Number
99   Items to appear on the waiting list :- Referring physician
100   Items to appear on the waiting list :- Attending doctor
101   Items to appear on the waiting list :- Patient status
102   Items to appear on the waiting list :- Estimated length of stay
103   Items to appear on the waiting list :- Diagnostic procedure ( ex: ICD, READ , etc..)
104   Items to appear on the waiting list :- Cater for canceling a booking
105   Items to appear on the waiting list :- Display bookings data by physician or unit
106   Items to appear on the waiting list :- Change status when interfaced with other modules ( ex: inpatient, outpatient )

>>> Reporting
 
107   Print daily department schedules for inpatients and outpatients
108   Print patient schedules for exams and procedures on demand
109   Print provider schedules on demand
110   Print schedule for all appointments by time and date
111   Print schedule of appointments by patient name
112   Print schedule of appointments by physician
113   Print schedule of appointments by room or any resource
114   Print schedule of appointments by nursing station
115   Print transport request slips based on schedule needs ( ex: Trolleys , wheel chair )
116   Print notices with patient’s name, date of birth , physician , patient id , and date of procedure
117   Print transport cards with notices data, equipment required for transport , patient location, condition, and space for comments
118   Print exam no-show notices
119   Print ‘no-show’ reports ( ex: patients who miss appointments )
120   Print exam cancellation notices
121   Print exam cancellation summary reports
122   Print report of all unauthorized appointments by day
123   Print management reports of services scheduled, completed, cancelled, etc.. by department
124   Track and report clinical service visit statistics by department
125   Track and report clinical service visit statistics by department sub-section or modality
126   Patients on waiting list
127   Days on list by unit by treating doctor
128   Elective admissions
129   Actual time of procedure versus planned , with reason
130   Cancellation
131   Waiting list survey

>>> Integration
 
132   Support real-time, bi-directional interface to Master Patient Index
133   Support real-time, bi-directional Admissions, transfers and discharges (ADT) interface to registration system
134   Provide integration with order communication system and allow a request for schedule from and order request
135   Operating Room management
136   Medical record tracking
137   RIS management


Last Updated ( Tuesday, 28 October 2008 01:44 )  

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