Patent Application
20060161468
The present invention relates generally to a system and method for searching for available appointment times for scheduling appointments in a health care environment, and more particularly to a system and method for reducing the steps involved in searching for available appointment times using a variety of dynamic appointment options via a plurality of predefined searches for scheduling appointments at the most appropriate appointment times.
Computer programs for appointment scheduling are well known in the art. According to usual procedures, appointments are scheduled by office personnel in response to contacts from patients wanting to schedule appointments. Various computerized scheduling systems have been developed, which facilitate matching patients to available appointment times. However these systems often require many steps to complete the appointment scheduling process. Other prior art software scheduling systems have been developed to reduce the number of steps required for scheduling appointments by copying forward a similar old appointment to make a new appointment just like it, or by jumping into a scheduling application for scheduling a patient from a waiting list. However, these systems have limited uses and applications.
Searching for available appointment times in scheduling appointments in a typical health care environment can be very repetitive. For example, scheduling appointments for routine office visits, physicals, immunizations, flu shots, etc., requires a user to step through several prompts and display screens on a computer of a computerized scheduling system, each time entering data or searching for data, to arrive at a scheduled appointment.
The present invention provides a system and method of searching for and scheduling appointments in a health care environment that is simpler, faster, more user friendly and more efficient than prior art scheduling systems and methods.
The present invention provides a computerized searching and scheduling system that allows users to search for and schedule appointments within a health care information system and also via the Internet. The purpose of the present invention is to provide users with the ability to search for available appointment times to schedule appointments with a minimal input of information by users. The present invention provides a faster more efficient way of searching for available appointment times and scheduling appointments. It minimizes the need for a person searching for available appointment times and scheduling an appointment to input data, thus significantly increasing scheduling speed, accuracy, efficiency, etc.
The present invention is a computerized searching and scheduling system that makes it easy to search for available appointment times and schedule any type of appointment or procedure from anywhere in a health care organization, including over the Internet. The present invention comprises a search engine that finds the best time or combination of times with the appropriate resources. The search engine preferably uses a sophisticated set of search algorithms to find scheduling solutions, based on a plurality of search definitions, search parameters and multiple passes through a search algorithm. The present invention also leverages the benefits of knowledge known by the health care information system, such as insurance coverage, patient demographics, etc., and automatically applies that information to the appointment being scheduled. The present invention significantly reduces the need for intense user training and user interaction with the searching and scheduling system, as very little information is required to begin a search of available appointment times and to schedule an appointment.
The search engine preferably comprises a plurality of search algorithms, each having a search definition with a plurality of search parameters and search passes predefined for various health care appointments. The present invention allows users to define search parameters and search criteria into search algorithm definitions and make them available to users. The present invention is preferably designed for a variety of visit types, such as physicals, cardiac stress tests, immunizations, flu shots, etc. Visit types can be saved in the search algorithms. Alternatively, a user may be prompted for a visit type that is then loaded into a predefined search algorithm or dynamic search algorithm. The visit type can include complex appointment types that may involve multiple parts, multiple resources, multiple visits and multiple provider types.
The search algorithms allow users to define search parameters in search definitions based on providers, dates, times, etc. Providers are defined as people, resources or any entity with time that can be scheduled. The search algorithms are customizable by users as needed. For example, to schedule a physical, the user would initiate a search to see if the patient's PCP is available. If so, the user will be presented with available times for that provider. If not, user will be presented with available times for the first available provider in the same department as the PCP. Alternatively, a search algorithm may automatically schedule the first available appointment.
Each search algorithm is associated with a record including various fields such as title, department, visit type and status. The search definition preferably includes a plurality of search parameters and search passes with search pass information that will be referred to as the search algorithm is executed. When a search is initiated by a user, a search algorithm is invoked, the user is shown a display of all possible appointment scheduling openings that fall within the search parameters, and the user can then select from those listed openings. In other words, with a single invocation of a search algorithm, one or more valid open appointment times are immediately presented to the user.
As mentioned above, the present invention provides an automatic listing of available appointment scheduling options and any notifications associated with any of the appointment options. Selecting an appointment option may result in immediate scheduling of the appointment, or the continuation of a workflow including health care insurance account selection, referral validation and registration.
Thus, the invocation of a search algorithm takes a user to a list of validated appointment schedule options that can be accepted within seconds. This saves the user from the repetitive work of entering a variety of information several times per day, as is typically required when searching for available appointment times and scheduling appointments.
Most prior art scheduling systems and methods supply default values into appointment fields, but these prior art systems and methods still require users to step through the appointment scheduling process of viewing and accepting data through a plurality of actions encountered in a plurality of different computer screens. The present invention does not require users to enter data or select default values in a plurality of appointment fields. Rather, the present invention bypasses several of the steps required in prior art scheduling systems and methods by immediately providing an appointment solution from minimal user input, such as by inputting the patient's name, selecting the type of appointment to be scheduled or by selecting the appropriate appointment search to be invoked.
Various other features, objects, and advantages of the invention will be made apparent to those skilled in the art from the accompanying drawings and detailed description thereof.
The searching and scheduling system and method of the present invention is intended for use with an enterprise health care information system and as a stand-alone computer application program. In the enterprise health care information system embodiment, the searching and scheduling system and method is integrated into the enterprise health care information system and accesses data within the system. The enterprise health care information system preferably comprises a plurality of integrated software applications and allows users to move between the plurality of software applications. The enterprise health care information system preferably includes the computerized searching and scheduling system that makes it easy to search for available appointment times and schedule any type of appointment or procedure from anywhere in a health care organization, including over the Internet. In the stand-alone embodiment, the searching and scheduling system and method accesses data from other applications that may be stored in multiple places, and provides algorithms and an interface for searching available appointment times and scheduling appointment from within a health care organization and over the Internet.
Referring now to the drawings,
As shown in
As an example, a search algorithm can be defined to include a certain type of procedure that needs to be scheduled two weeks out. When scheduling an appointment for that procedure, the search algorithm will automatically look two weeks out to schedule an appointment. The scheduling solutions found may not be the first solutions in time order that are available, but it may depend on other parameters such as the availability of the health care providers and resources required by the procedure, and patient preferences.
In another example, a search algorithm can be defined to include providers from an academic institution with a large number of faculty specialists and residents. If the faculty specialists want the residents to take the appointments before they do, then the search can be defined to schedule appointments with the residents in a first pass for a specific period of time, and if there is no appointment available in that pass, a second pass will allow appointments to be scheduled with the faculty specialists.
Referring to
As mentioned above, the search definition 69 preferably includes a plurality of different passes 70 for each search algorithm 60, based on provider selection, date selection, time selection or any other search parameter 71 defined within the search definition. Each pass 70 defines the order the search algorithm uses to search. Examples of parameters 71 used in the search definition include a type of provider selection 74, an actual provider selection 76, a start date 78 or start date offset where the algorithm starts the search, an end date 80 or end date offset where the algorithm ends the search, a days of the week parameter which shows only solutions on certain days of the week, a start time 82 which is the time of day where the search begins, an end time 84 which is the time of day where the search ends, an exact length parameter which shows time slot solutions that match the visit length exactly, a stop 86 which may be included in a pass to stop the search. If a pass is marked with a stop, then the search will not continue on to another pass if the current pass or any other previous pass has found a scheduling solution. A time or day offset is defined as a period of time that is offset from a predefined time or day. Other examples of parameters used in the search definition may include an overbooking parameter which would include slots that a user would have to “overload” to use, a respect session limits parameter which respects defined session limits for a given visit type, time frame, provider or department, a maximum scheduled utilization parameter which shows scheduling solutions from dates with schedule utilization less than or equal to this predefined value, a patient preferences parameter which shows scheduling solutions that match patient preferences, an in network parameter which shows scheduling solutions from in network providers, an all slots parameter which shows all blocked and unblocked slots, a block parameter that shows only the slots within a specified block. The block parameter can be left blank to indicate unblocked slots. The visit type entered in the search algorithm will be allowed to be scheduled into the block entered regardless of any setup limitations.
The search definition pass criteria also preferably includes a pass parameter that provides a list of providers to search. It is preferable to build a list of target health care providers to search, and list them in the order that they will be searched according to pass numbers. The list of providers may be organized in pools or group of providers, an entire department of providers, individual providers, current PCPs, etc. The pass criteria preferably includes one or more different passes in the searching hierarchy that are searched in order to provide an appointment scheduling solution. For example, the first pass might be a nursing pool; the second pass might be a doctor pool, etc. When accomplishing the search, the search algorithm goes through the first pass completely, generates all the possibilities for the first pass according to the search algorithm, and then moves on to the second pass, generating all the possibilities for the second pass according to the search algorithm. A pass 70 can also include a search algorithm 60, as shown in
The pass criteria also preferably includes a user-defined provider selection that may include a selection of individual providers, groupings of providers, subgroups, departments, specialties, and wildcard types (such as PCPs or other user selected wildcard types). The user must choose a selection type and then make a selection from within that type. For example, the type may be a “Subgroup” and the selection may be “Female Providers.”
Groupings of providers can be defined in the search definition, such as a predefined list of principal providers or providers that share a specific relationship. For example, the pre-defined list may include providers in a department, all providers in a department, user specific criteria such as any providers in a department, or role specific criteria such as all providers at a clinic with a clinic specialty. These examples are meant to illustrate the customization capabilities of the search algorithms. Other criteria and searches can be defined as one skilled in the art will recognize. Any possible grouping of providers is allowed.
Examples of provider selections include individual providers, groupings of providers, subgroups of providers which can be defined as group of providers that can be defined differently in different departments. For example, a female provider subgroup will be different in each department. Other provider selections may include all providers in a specific department, all providers from all departments with a certain specialty defined, a patient's defined PCP (wildcard), a patient's defined PCP's team (wildcard), all providers in the user's current department (wildcard) based on user context, and a patient's defined care team (wildcard).
The pass criteria may also include start dates, end dates, start times and end times for searching in conjunction with the health care provider types and selections. Any openings within those parameters will result in a listing of available appointment dates and times for a user to choose from. This can also be not limited to dates and times.
The search definition also preferably includes a link 72, see
The link functionality is useful for searching and scheduling appointments that have the same parameters but different names in different contexts. For example, in one clinic or department, an appointment may be called a “school physical visit,” whereas in another clinic or department the same appointment may be called a “well child visit.” The search definition references the appropriate visit type, allowing the same search to be performed across multiple departments and providers. The link 72 may be edited 73 by a user.
The pass criteria also preferably includes a block parameter for excluding certain health care providers, pools, groups and departments from the search definition. A block is a limitation on a time slot, i.e., from 10:00 to 10:30 only office visits or consults may be scheduled and from 10:30 to 11:00 only follow-up visits may be scheduled. The ability to define that only certain slot types should be searched. The search algorithm may include or exclude certain providers, pools, groups and departments from the search algorithm. A user preference functionality is preferably included in the search definition that provides the ability to include user preferences into the search algorithms. A point of service (POS) functionality is also preferably included in the search definition to allow filtering of appointment options based on referral requirements, network participation and covered services based on information stored in the system.
The search algorithms of the present invention preferably have the capability to include referral tracking into the search definition. In this embodiment, a user can enter complete information for each referral from a health care provider to a specialist or another clinician. The search definition would preferably include but not be limited to a clinician or specialty referred to, a listing of procedures requested, the diagnosis, etc. The system would preferably store the authorization in the referral record, including the number of visits authorized, authorizing staff, expiration date, and authorization numbers. The system would also preferably provide a number of options for notifying providers of referral activities, including automatic notification to the PCP upon approval or denial of the referral. Once all referral information has been entered, per the organizations guidelines, scheduling options could automatically be presented by the system based on the information entered. A search algorithm can be attached to orders, referrals or anything else. An order may be defined as something a provider orders. A referral may be defined as a request for an appointment.
The search algorithms of the present invention preferably also have the capability to include eligibility tracking into the search definition. In this embodiment, the system would preferably track eligibility information for each patient based on health care plans, including coverage effective and expiration dates, and maintain a history of a patient's active and inactive coverages.
The search algorithms provide all of the filtering required for searching for and scheduling an appointment. The search algorithms are completely configurable, based on the search definitions provided by the users. Any number of different restrictions are available when scheduling appointments. The system pre-screens all available dates and times for any notifications or restrictions defined in the search algorithms. The system also provides a plurality of notifications for a scheduled appointment depending on how the search is defined. For example, a user can define time slots in the search definition that are not available for scheduling appointments. Therefore, if a user tried to schedule an appointment under one of the unavailable time slots, a warning would be displayed to notify the user that the desired time slot is unavailable. Time slots can be also limited such that only certain types of appointments, such as consult appointments, can be scheduled into them. These time slots would be presented when a search algorithm searched for consult visits, but not for other visit searches. Further, users may have different levels of security, and a user with higher security may be presented with different results based on their security. A user may only be shown a limited set of results, whereas a more flexible rule interpretation may be allowed for a provider scheduling into their own schedule.
Other items that may be integrated into the search include but are not limited to patient preferences, days of week, referral validation, automatic network filtering (checking provider participation in a patient's insurance coverage), etc. In this expanded workflow, the users may again be returned to the listing of available times that meet the search criteria. The user then selects the desired time and the appointment is scheduled.
The search options presented to a user are automatically filtered based on user characteristics and context. User characteristics may include the user's position in the organization, such as whether or not the user is a supervisor, scheduler, nurse, etc. User context may include things such as the department or facility that the user is currently logged in to. In addition, the search options presented to a user may be filtered based on security. For example, certain users may only be able to access certain types of searches. If a level of security is required to schedule certain types of visits and the user doesn't have the required security, than that user cannot initiate a search for those types of visits. The searches presented to a user may also be filtered based on patient characteristics. For example, if a user is scheduling an appointment for a male patient, a search for a pap smear appointment or a pregnancy visit would not be shown.
The system of the present invention is preferably designed to come up with as many available dates and times for an appointment, based on the search definitions and search algorithms provided by the user. The appointment solution preferably includes the patient's name, a listing of available dates, a listing of available times and a selection for choosing the desired time for the appointment. Once a time is selected, notifications will be displayed, if any, followed by a confirmation of the scheduled appointment.
The appointment scheduling function of the present invention is available over the Internet. The entire appointment scheduling workflow is integrated into an Internet browser. The present invention is accessible by both internal and external users. In the appointment scheduling process over the Internet, a user logs onto the system via the Internet 152. The user then selects a scheduling function from the scheduling application activities program 154 of the present invention to open the appointment scheduling process. In the scheduling function, the user selects the appointment function. This will bring the user to a patient prompt. The user then enters the patient's name or selects it from a list of patients. Alternatively, a user already accessing a patient record may select the appointment function and move directly to the scheduling flow for the patient with which they are working. A drop down menu or other similar graphical user interface is displayed listing a plurality of appointment type options. The user selects the desired search algorithm 156 from a list of search algorithms. This launches or invokes the search engine for the selected search algorithm 158, including an available times activity function using the associated search algorithm, displaying the available appointment dates and times. The user then selects the desired appointment date and time 160. After an available appointment option is selected, the user then sees a page that displays any notification messages about the appointment they are trying to schedule, if any. External users will also be able to specify a referring health care provider for the appointment if necessary or desired. Once the user accepts the notifications, if any, and optionally enters a referring health care provider, the appointment is accepted 162. The user then receives a confirmation of the scheduled appointment. The user may also optionally receive a configurable report that is designed to be given to the patient and preferably displays information about the appointment that is desirable to the patient. The system can be configured to optionally add a configurable note to the scheduled appointment, stating that the appointment was made by an external user. In some embodiments, following appointment creation and confirmation by an external provider may also trigger a message to be sent to schedulers or the provider with whom the patient has been scheduled, or other users as configured in the system.
As another example of this embodiment, an affiliate provider logs into a hospital's system via the Internet. The user selects the health care department that they want to log into. The user then selects a scheduling function icon to open the scheduling function. The user then selects an appointment scheduling function from a drop down menu or other similar graphical user interface of the scheduling function. The user then selects or enters the patient's name. The user selects the type of appointment to be scheduled. A listing of available dates and times is displayed. The user then selects the desired time from the list. At this point, the user may enter a referring health care provider, which is optional. The user then accepts the appointment and receives confirmation of the scheduled appointment. This embodiment makes it very easy for affiliates to refer patients to a hospital.
In another embodiment, the present invention provides the ability to search for appointment records and generate reports from those records. For example, a user may want to search for physicals examinations for a certain patient, and receive a report for those appointments.
While the invention has been described with reference to preferred embodiments, those skilled in the art will appreciate that certain substitutions, alterations and omissions may be made to the embodiments without departing from the spirit of the invention. Accordingly, the foregoing description is meant to be exemplary only, and should not limit the scope of the invention as set forth in the following claims.
This application is based on and claims the benefit of U.S. Provisional Application No. 60/645,809, filed Jan. 20, 2005, and incorporated herein by reference.
| Number | Date | Country | |
|---|---|---|---|
| 60645809 | Jan 2005 | US |
