Your SlideShare is downloading. ×
Cut your call scheduling time in half with software
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×

Saving this for later?

Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime - even offline.

Text the download link to your phone

Standard text messaging rates apply

Cut your call scheduling time in half with software

338
views

Published on

Learn how to spend less time creating your next physician on-call schedule using software.

Learn how to spend less time creating your next physician on-call schedule using software.

Published in: Health & Medicine, Technology

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
338
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
1
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. How to cut your time in half creating, maintaining and publishing your on-call schedule
  • 2. Why were here
  • 3.
  • 4.
  • 5.
  • 6.
  • 7. The birth of an on-call schedule
    Scenario
    14 Provider Family Practice Call Group
    3 Jobs [Primary] [Back-up] [Moore Park]
    Jan, Feb, March, April 2010 scheduling period
    Weekend consists of Fri, Sat and Sun
    3 Docs have reoccurring days off
  • 8. Details
    Holiday Call is to be completed before the scheduling creation is started. Generally determined at the beginning of the year for the entire year and New Years of the following year.
    Vacations and other day off requests are to be submitted up to 20 days prior to the deadline-date of scheduling creation.
    Moorpark: This job is covered the 2nd and 4th Thursday of each month unless it is a Holiday, in which case it is covered the day before the Holiday. Dr. Zook is the primary person to cover this. Two others can cover if he is not available. When a provider does Moorpark, that person is unavailable for any call (Primary or Backup)
    Primary Call: must be covered every day.
    If someone gets Friday Primary Call, they also get Sat/Sun.
    No back-to-back Primary Call weekends.
    If the Primary person assigned is not ob-gyn, then an ob-gyn provider must do Backup Call.
  • 9. First things first (manual scheduling)
    Holiday review (what is coming up and who worked it last, who’s next) for 3 jobs
    Manually enter holiday information into blank 4 month calendar
    Gather vacation, time-off and CME requests
    Organize requests by date received and requested
    Manually enter vacation, time off and cme information into 4 month calendar
    Review reoccurring days off
    Total time spent = 2 afternoon / 8 hours
  • 10. Now lets schedule weekends(manual scheduling)
    Fill in each of the 52 weekend days for Primary Call (remembering to take into consideration the weekend rule)
    Tally information
    Schedule weekend days for Back-up Call (if necessary)
    (remembering to take into consideration the weekend rule)
    Tally information
    Total time spent = 4 mornings / 16 hours
  • 11. Time to schedule weekdays(manual scheduling)
    January
    Schedule Primary Call
    Schedule Back-up Call
    Schedule Moore Park
    Tally information for January
    Total time spent = 1 afternoon = 3 hours
  • 12. Time to schedule weekdays(manual scheduling)
    February
    Schedule Primary Call
    Schedule Back-up Call
    Schedule Moore Park
    Tally information for February
    Total time spent = 1 afternoon = 3 hours
  • 13. Time to schedule weekdays(manual scheduling)
    March
    Schedule Primary Call
    Schedule Back-up Call
    Schedule Moore Park
    Tally information for March
    Total time spent = 1 afternoon = 3 hours
  • 14. Time to schedule weekdays(manual scheduling)
    April
    Schedule Primary Call
    Schedule Back-up Call
    Schedule Moore Park
    Tally information for April
    Total time spent = 1 afternoon = 3 hours
  • 15. Are we done yet? No
    Now its time to proof and send around a draft for the providers to look at.
    Update the master tally report
    Print out 14 copies of the schedule and distribute them to each provider
    Print out 14 copies of the tally report and distribute to each provider
    Total time = One afternoon / 5 hours
  • 16. Ooh I forgot…
    Dr. Sosa (MES) needs off February 22 for a one-day CME seminar. He cannot do Primary or Backup that day.
    Dr Swimmer (JPS) forgot his anniversary is April 2, and needs off just for that one Friday night. He will continue to cover the remaining weekend if assigned.
    Dr. Seminitis (MPS) is scheduled for vacation March 19, 2010 – March 28, 2010, but now wants it changed to June 11, 2010 – June 20, 2010
  • 17. Lets make some changes
    Re-figure for the CME weekend event
    Re-figure for the anniversary evening
    Re-figure for 7 day vacation
    Re-figure tally information
    Total time = 1 evening at home / 4 hours
  • 18. Publish Final Copy
    Print 14 final schedule copies for the providers and distribute.
    Print 14 final tally reports for the providers and distribute.
    Print several copies for internal staff
    Fax 1 copy to the answering service
    Fax one copy to the hospital telecom department
    Total time = 1 hour
  • 19. Done right?
    Over a three month period there will be approximately 16 changes to the schedule.
    Each change requires re-printing and distributing to each physician, internal staff, answering service and hospital telecom center.
    Each change takes 15 minutes
    Total time 4 hours
  • 20. Lets add up the time it takes to create and maintain one 4 month call schedule
    Pre schedule 8 hours
    Weekends(3 mornings) 12 hours
    Weekdays (3 afternoons) 12 hours
    Proof and 1st draft 5 hour
    Changes to 1st draft 4 hours
    Final copy and dist 1 hour
    16 occasional changes 4 hours
    Total 46 hours or almost 7 days
  • 21. The birth of an on-call scheduleUsing Call Scheduler Classic
    Same Scenario
    14 Provider Family Practice Group
    3 Jobs [Primary] [Back-up] [Moore Park]
    Jan, Feb, March, April 2010 scheduling period
    Weekend consists of Fri, Sat and Sun
    3 Docs have reoccurring days off
  • 22. Details (same as before)
    Holiday Call is to be completed before the scheduling creation is started. Generally determined at the beginning of the year for the entire year and New Years of the following year.
    Vacations and other day off requests are to be submitted up to 20 days prior to the deadline-date of scheduling creation.
    Moorpark: This job is covered the 2nd and 4th Thursday of each month unless it is a Holiday, in which case it is covered the day before the Holiday. Dr. Zook is the primary person to cover this. Two others can cover if he is not available. When a provider does Moorpark, that person is unavailable for any call (Primary or Backup)
    Primary Call: must be covered every day.
    If someone gets Friday Primary Call, they also get Sat/Sun.
    No back-to-back Primary Call weekends.
    If the Primary person assigned is not ob-gyn, then an ob-gyn provider must do Backup Call.
  • 23. Holiday Review
    Lets look at a Tally report of
    the holiday history by Job – Primary Call
  • 24. Holiday Review
    Lets look at a Tally report of
    the holiday history by Job – Back-up
  • 25. Manually enter Holiday information into Jan, Feb Mar, April 2010
  • 26. It’s time to request vacations, days off and CME for the next 120 day calendar.
  • 27. Providers use the Provider Request Area to submit requests
  • 28. Begin approving requests for the next 120 days
  • 29. Provider Request Detail
  • 30. Review the rules for your group
  • 31. Use Template Scheduler for Dr. Zook at Moore Park
  • 32. Example of Template Scheduler
  • 33. Example of Results for Moore Park
  • 34. Schedule Weekends for Primary Call for Jan, Feb, Mar, April
  • 35. Review tallies, fill flags and proof
  • 36. Tally Example
  • 37. Month view to proof
  • 38. Schedule Weekdays for Primary Call for Jan, Feb, Mar, April
  • 39. Review tallies, fill flags
  • 40. Month view proof
  • 41. Schedule Weekends and Weekdays for Backup(Example of flagged jobs to schedule)
  • 42. Scheduling Assistant for Back-up job
  • 43. Review tallies for Back-up job
  • 44. Print out Whiteboard along with tally reports for the Providers to review. January 2010
  • 45.
  • 46.
  • 47.
  • 48. Tallies Primary Call
  • 49. Tallies Backup Call
  • 50. Holiday History
  • 51. Ooh I forgot…changes come back
    Dr. Sosa (MES) needs off February 22 for a one-day CME seminar. He cannot do Primary or Backup that day.
    Dr Swimmer (JPS) forgot his anniversary is April 2, and needs off just for that one Friday night. He will continue to cover the remaining weekend if assigned.
    Dr. Seminitis (MPS) is scheduled for vacation March 19, 2010 – March 28, 2010, but now wants it changed to June 11, 2010 – June 20, 2010
  • 52. Manually make the changesLets go live and do this online
    Re-figure for the CME weekend event
    Re-figure for the anniversary evening
    Re-figure for vacation
  • 53. Your done !
    Email the providers and let them know that the schedule is complete
    They can view it on their phone, in Outlook and on Google by subscribing to our I-Cal link for their calendar.
    Email the hospital letting them know that the new 4 month schedule is posted online.
  • 54.
  • 55. Its easy to make some changes here and there to the schedule.Lets go back to the application and show you how.
  • 56. Lets add up the time using Call Scheduler
    Pre schedule 1 hour
    Includes using Template Schedule for Moore Park
    Weekends(2 mornings) 15 minutes
    Weekdays (3 afternoons) 15 minutes
    Flagged Days for backup 15 minutes
    Proof and 1st draft 15 minutes
    Changes to 1st draft 15 minutes
    5 minutes each change
    Final copy and dist 10 minutes
    Email announcement
    16 occasional changes 80 minutes
    5 minutes each change
    Total 3.5 hours or ½ work day
  • 57. And don’t forget the other costs
    Physician Satisfaction
    Fairness
    Accuracy
    The wrong Doctor getting called
    Scheduler frustration trying to create a very complex schedule and accommodate requests
    Additional workload at the other end of the schedule, the viewer and translator
  • 58. About Adjuvant
    We specialize in On Call Solutions for
    Clinics (on-call scheduling)
    Call Scheduler Classic
    Call Scheduler Lite
    Hospitals (on-call management)
    Call Communicator
    www.call-scheduler.com to request a personal product demonstration or to get started today!