Almunaifi Pediatric Clinic

Business Needs & Challenges

Almunaifi Pediatric Clinic was keeping hard-copies of its patient records. This implied that, for repeat patients, someone needed to store the patient's file in a storage area and retrieve it in time for review by the doctor. This process was time-consuming, as finding these files required a visit to the storage area. It also required a growing storage area, as the number of patient records was growing with the business.

The clinic was also suffering from scheduling conflicts. Appointments marked for cancellation were not confirmed properly with the patient, or the same timeslot was booked for the same resource for more than one patient. This was causing a lot of issues in serving patients and was causing patient and employee dissatisfaction.

It is a time-consuming and error-prone process to collect patient demographics and hence, patient data quality was compromised for faster patient service.

The absence of audit trails of who made changes to patient data and to hold them accountable. This was causing mismanagement at the Clinic.

Characteristics of a viable solution

A viable solution should provide the following capabilities:

1. Appointment Management. Users should be able to visually maintain schedules for each resource in an Outlook-like, columnar booking screen.
2. Ability to monitor and limit changes. Changes to appointments should be limited to a specific list of users. Such changes should be monitored and audited for reporting and quality assurance purposes.
3. Booking Conflict Resolution. Users should be alerted if a machine or resource is overbooked. In case there were conflicting appointments, it should be easy for a user to rearrange the appointments to resolve such conflicts.
4. Cancellation Monitoring. It should be possible for a user to cancel an appointment. However, the system should be able to keep track of the patient who canceled the appointment, or failed to arrive on time.
5. Patient Records. The solution should provide means to track patient records. In addition to the patient demographics, a Digital File should be maintained for every patient.
6. Treatments and payments. The system should keep track of all treatments given to patients, the due amounts and payments made by each patient.
7. Medications Inventory. Almunaifi Pediatric Clinic provides a set of products to augment the treatment of its patients. The proposed solution should provide ways to sell such products to patients, keep track of the inventory levels and alert users for replenishment.
8. Extensive Reports. The proposed solution shall provide a set of extensible reports, with the ability to add further reports as and when necessary.

Solution

Almunaifi Pediatric Clinic implemented SharperClinic Clinic Management solution and made it available for all its resources. The following capabilities are utilized at Almunaifi Pediatric Clinic:

1. Outlook-like Intuitive Appointment Management. Officers at Almunaifi Pediatric Clinic can now visually maintain appointments for each resource using an Outlook-like, columnar booking screen. Changing an appointment is as easy as a drag-and-drop, or a right-click.
2. Role-based access to the system. Based on the privileges provided to a user, access to the system is only available to privileged users. Multiple users may access the system simultaneously, while the system updates every user's screen automatically with new appointments.
3. Audit Trail. Changes to appointments are monitored and audited for reporting and quality assurance purposes.
4. Booking Conflict Resolution. Users are alerted if a machine or resource is overbooked. In case there are conflicting appointments, a user may rearrange the appointments to resolve such conflicts.
5. Cancellation Monitoring. While a user is able to cancel an appointment, the system keeps track of the patient who canceled the appointment, or failed to arrive on time.
6. Patient Records. The solution provides means to track patient records. Using a patient's Smart Civil ID, it is possible to automatically capture patient demographics. It is also possible to scan the patient's Medical Records and attach them as Digital Files to a patient's record, making the process of file retrieval only a few clicks away.
7. Treatments and payments. The system keeps track of all treatments given to patients, the due amounts and payments made by each patient.
8. Medications Inventory. The system solution should provides ways to sell medications to patients, keeps track of the inventory levels and alerts users for replenishment.
9. Extensive Reports. The system provides and extensive set of reports that help improve the business