Where it starts
Run until now from a paper diary, a shared calendar and notes kept partly on paper. The business in this demonstration: Three doctors, two nurses, a front desk and about 60 patients a day.
This is a product demonstration with a made-up business, not a customer story.
What the app takes care of
- Some hours were overbooked while others stayed empty, so patients waited too long. The day board shows each doctor's free and overbooked time as the desk books, and overbooking needs a reason.
- No-shows cost the clinic a lot. A reminder goes out the day before in the patient's language, and the desk gets a list of the patients it did not reach.
- The front desk did not know what the insurer covers and what the patient still has to pay. Each visit's charge is split at check-in into the insurer's share and the patient's share, and the two always add up.
- Nobody could see how busy each doctor really is. The owner sees booked, empty and overbooked hours for each doctor, hour by hour, and where no-shows cluster.
The screens the crew designed
- Today, doctor by doctor, for Front desk: One column per doctor. Free time is drawn as hatched space to fill, overbooked time stands out in coral, and the patients in the clinic now are listed with how long each has waited.
- Booking, with a warning before overbooking, for Front desk: When the hour is taken, the desk sees who holds it and the free times nearby. Booking anyway needs a typed reason. A patient who often misses appointments is flagged first.
- Each bill, split between insurer and patient, for Front desk: The insurer's share and the patient's share of every visit, fixed at check-in and always adding up to the total. The desk sees what the patient still owes before they leave.
- How busy each doctor is, for Owner: Booked, empty and overbooked hours for the week, each doctor hour by hour, and when patients miss appointments. The page points at the hours to rebalance.
- Patients to call before tomorrow, for Front desk: Reminders go out the day before in each patient's language. The few that did not reach the patient become a short call list, with repeat no-shows marked.
Routines it runs
In this session the owner chose reminders a day before, in each patient's language, and a flag for repeat no-shows instead of a fee.
- Reminder the day before. The day before each appointment: A reminder is prepared in the language the patient chose. A cancelled or moved appointment stops or replaces it.
- Patients to call. When tomorrow's reminder has not reached a patient: The patient goes on the front desk's call list with the appointment time and phone number.
- Repeat no-show flag. When a patient misses appointments again: The patient's record is flagged, and the desk sees the flag when booking and at check-in. It never blocks a booking.
What changes for the owner
- A day that is evenly filled. The desk sees free and overbooked time for every doctor while it books, so crowded hours and empty hours stop sitting side by side.
- Fewer missed appointments. Reminders go out the day before, and the desk calls only the few patients a reminder did not reach.
- No guessing at the payment desk. Every visit shows the insurer's share and what the patient owes, before the patient leaves.
Who works on it
Leo, the lead, brought in the experts this job needed: Leo, Ana, Archie, Dax, Dez.
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