Central Node: AAA Podiatry Practice Management System Implementation
Central Node: AAA Podiatry Practice Management System Implementation
Explanation: Implementation of an information system to manage AAA Podiatry's entire practice.
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1. Background
Explanation: Context in which the practice management system will be implemented.
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1.1 Established 2 years ago
Explanation: AAA Podiatry is a relatively young but fast-growing organization.
1.2 Current challenges faced
Explanation: AAA Podiatry is currently facing several operational challenges that disrupt their service.
1.2.1 Inefficient work processes
Explanation: Current manual processes are slow and occupy more staff time.
1.2.2 Inaccurate patient records
Explanation: Errors in patient documentation can lead to miscommunication and misunderstandings.
1.2.3 Incorrect appointments and billing issues
Explanation: Mistakes in scheduling and billing cause dissatisfaction among patients.
1.2.4 Increased waiting times
Explanation: Sluggish processes lead to longer wait times, causing inconvenience to the patients.
1.2.5 Decreasing product sales
Explanation: Sales of products are declining as a result of operational inefficiencies.
2. Project Overview
Explanation: The goals, duration, budget, and key functionalities of the new system.
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2.1 Goal: Improve efficiency & service
2.2 Duration: 6 months \(\+/- 1 month\)
2.3 Budget: \$100,000 \(\+/- 10%\)
2.1 Goal: Improve efficiency & service
Explanation: The project's ultimate goal is to improve the organization's efficiency and service delivery.
2.2 Duration: 6 months (+/- 1 month)
Explanation: The project is expected to be completed within a duration of six months.
2.3 Budget: $100,000 (+/- 10%)
Explanation: The project has been allocated a budget of $100,000.
2.4 Key Functions:
Explanation: The new system will feature several key functionalities.
2.4.1 Appointments & Reminders
Explanation: Will help schedule patient appointments and send reminders.
2.4.2 Patient & Clinical Records
Explanation: Will record and maintain comprehensive patient and clinical records.
2.4.3 Sales, Accounts, & Billing
Explanation: Will streamline sales, accounting, and billing processes
2.4.4 Report Generation
Explanation: Will generate insightful reports to aid in decision-making
3. Team Structure:
Explanation: The team who will be implementing the new system.
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3.2 Project Manager: Your team
3.4 Project Assurance: Janet Jones
3.5 Change Authority: Steven Kimba
3.6 Project Support: Emily Davis
3.1 Project Board:
Explanation: The board overseeing the project.
3.1.1 Executive: Michael Sanderson
Explanation: Michael is the main decider and approver in the project.
3.1.2 Senior User: Penelope Jessop
Explanation: Penelope represents those who will use the new system.
3.1.3 Senior Supplier: MedSys
Explanation: MedSys is the system provider.
3.2 Project Manager: Your team
Explanation: The team managing the entire project.
3.3 Team Managers:
Explanation: Managers overseeing the different sectors of implementation.
3.3.1 Hardware: Michael Green
Explanation: Michael is responsible for the hardware aspects.
3.3.2 Software: Olivia Rodrigo
Explanation: Olivia is responsible for the software aspects.
3.3.3 Network: James Mastipson
Explanation: James is responsible for the network-related aspects.
3.4 Project Assurance: Janet Jones
Explanation: Janet ensures the project stays on track, within scope, and meets standards.
3.5 Change Authority: Steven Kimba
Explanation: Steven approves any changes to the plan.
3.6 Project Support: Emily Davis
Explanation: Emily provides administrative support to the project.
4. Tolerances:
Explanation: The certain percentage of deviation that's permitted from the plan.
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4.4 Quality: Must meet AAA Podiatry standards
4.1 Time: +/- 1 month
Explanation: The project’s Deadline can stretch for an additional 1 month if needed.
4.2 Cost: +/- 10%
Explanation: The project can cost 10% more if it was necessary.
4.3 Scope: +/- 5%
Explanation: Project scope can be reduced or increased by 5%. This gives flexibility to the project team.
4.4 Quality: Must meet AAA Podiatry standards
Explanation: The quality of the project results must meet the standards set by AAA Podiatry, regardless of other changes and accommodations made.
Inefficient Work Processes
One of the prominent issues includes the inefficient manual processes. These are time-consuming and take up more staff time than necessary, affecting productivity and service provision.
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Manual Record Keeping
Outdated means of storing data can sometimes lead to loss of information or difficulty in retrieval.
Time-Consuming Tasks
Repetitive and manual tasks eat up a significant part of the staff's working time, hindering productivity.
Increased Workload
Manual tasks are prone to errors, requiring the staff to spend additional time correcting these issues.
Inaccurate Patient Records
Errors in patient documentation can lead to miscommunication, misunderstandings and potential jeopardization of patient safety.
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Misdiagnosis
Inaccurate patient information could potentially lead to wrong diagnoses which could adversely impact patient health outcomes.
Incorrect Prescriptions
Errors in patient records can lead to incorrect prescriptions being given to patients.
Miscommunication
Inaccuracies in patient records can result in miscommunication between different medical practitioners involved in the care of a patient.
Incorrect Appointments and Billing Issues
Mistakes in both appointments and billing systems cause dissatisfaction among patients leading to a loss of credibility and trust.
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Incorrect Scheduling
Appointment mix-ups can lead to patient dissatisfaction and increased workload for administrative staff.
Overbilling and Underbilling
Billing errors can create disputes and dissatisfaction among patients and may also affect the clinic's revenue.
Late Billing
Late billing not only affects a clinic's cash flow but also results in a negative patient experience.
Increased Waiting Times
Sluggish processes lead to longer wait times, which can cause inconvenience and dissatisfaction among patients.
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Slow Turnaround Time for Test Results
Appointment Delays
Inefficient processes can lead to longer waiting times for appointments which can frustrate patients.
Delays in Patient Check-In
Manual patient check-in processes can lead to delays and longer wait times for patients.
Slow Turnaround Time for Test Results
Slow processes could also affect the turn-around time for test results which could potentially delay crucial patient treatment.
Decreasing Product Sales
Sales of foot care products are declining as a result of operational inefficiencies.
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Limited Product Range
A limited variety can deter customers who are looking for a wide range of products to choose from.
Poor Product Visibility
If products are not properly displayed or marketed, the sales could be adversely affected.
Lack of Customer Knowledge
Customers may not be aware of the benefits and uses of certain products, leading to reduced sales.
Appointments & Reminders
This function helps to meticulously schedule patient appointments and ensures timely reminders contingent upon each patient's specific needs.
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Scheduling
A fundamental aspect that makes sure appointments are organized based on the availability of both patient and doctor.
Reminders
Crucial in avoiding no-shows by reminding patients of their upcoming appointments through SMS or emails.
Status Tracking
Tracks the current status (confirmed, pending, canceled) of an appointment.
Patient & Clinical Records
Function for recording and maintaining comprehensive patient and clinical records to provide a holistic view of the patient's care journey.
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Patient Profile
Collection of personal patient information like name, age, gender, and contact details.
Medical History
Includes documentation of a patient's past illnesses, treatments, and surgeries.
Ongoing Treatment Plans
Details the current treatment protocols prescribed to the patient.
Sales, Accounts, & Billing
This feature will streamline all sales, accounting, and billing processes ensuring a smooth financial workflow.
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Sales Tracking
Tracks the sales of medical items such as drugs, prosthetics or any other health-related items sold to patients.
Invoicing
Automates the generation of invoices for services rendered.
Payment Processing
Ensures secure, quick, and efficient processing of payments, both offline and online.
Report Generation
The function to generate insightful reports that aid in decision-making, monitoring trends, and ensuring quality health services.
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Operational Reports
These reports give insights into the day-to-day activities such as patient inflow, busiest hours, etc.
Financial Reports
These focus on the financial status of the clinic, revealing revenue trends, profits, and losses.
Quality Reports
These monitor the quality of healthcare service being provided regarding treatment success rates, patient satisfaction, etc.