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SUCCESS STORIES

Enhancing Practice Efficiency with Real-Time Staff and Patient Management

2022

October

Challenge

Hautok, a large medical practice with numerous treatment rooms, sought to enhance efficiency in managing patient waiting times and room check-ins and check-outs for both doctors and assistants. Their existing method involved posting room locations in a common Teams channel, which was not ideal. Having previously implemented successful productivity-boosting apps for hautok, they approached us to create a smartphone app to replace the Teams channel and streamline operations.

hautok & hautok cosmetics

Health Service

Enhancing Practice Efficiency with Real-Time Staff and Patient Management

Munich, Germany

hautok is a private dermatology practice located in Munich, Germany. Led by Dr. Marion Moers-Carpi, the clinic offers comprehensive dermatological services, including skin cancer screening, acne treatment, aesthetic procedures, and cosmetic dermatology. Known for their patient-centred approach and high-quality care, hautok combines advanced technology with personalized treatment plans to ensure optimal skin health and beauty.

Solution

Through a series of workshops with the practice manager, we defined the functional requirements and user interface for the new app. The app, named "Orga App," aims to provide a constant overview of the practice's current situation, including staff and patient locations, room occupancy, and appointment durations to facilitate better planning.


The canvas app, optimised for smartphones, features simple navigation with the following sections:


  • Appointments: Displays appointments for patients currently in the practice.

  • Rooms: Shows rooms available for patient treatment.

  • Employees: Lists all practice employees with their availability.

  • Patients: Displays patients with appointments for the current day.

  • Radar: Provides real-time updates on checked-in doctors, waiting patients, available employees, free and vacant rooms, patients in the waiting room, and upcoming appointments.



The app tracks patient waiting times in real-time, displaying the duration to the second. Medical assistants can issue a 'Doctor required' alert to notify all available doctors of urgent needs in specific rooms. The 'add more time' function allows users to extend appointment durations by 5 minutes each time, automatically adjusting the schedule.


A key technical challenge was ensuring the app functioned like a messenger app, reflecting real-time changes across all staff members' smartphones. We achieved near real-time data synchronisation using a SignalR server in Azure, which coordinated updates between all active devices.

Outcome

The successful implementation of the Orga App significantly improved operational efficiency at Hautok. Staff and patients experienced reduced waiting times and streamlined check-in/check-out processes. The app provided real-time visibility of the practice's status, enhancing communication and coordination among staff. This modern, efficient solution replaced the previous cumbersome method, contributing to a more organised and productive practice environment.

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