Automate a Process

> The project was to automate the appointment preparation process. The goal of the project was to streamline the appointment preparation, eliminate miscommunication, ensure timely work, and save time.

The Context

Appointments can be scheduled with as little as 24 hours notice and can be canceled at any time. Appointment preparation must be performed within the 12-48 hours before the appointment, regardless of appointment rescheduling, to keep the research as current as possible.

Often times, rescheduled and canceled appointments were not communicated to the appointment preparer so hours of work had to be duplicated or were a complete waste of time. The information from the appointment was often not provided to the team creating duplication of efforts to collect that information again.

Here is how we made communication and handoff infallible for appointment preparation.

1. Calendar Event Creates Motion Task

The calendar event triggers the “scheduling” of the appointment preparation tasks. The start date is calculated for 2 days before appointment and the due date for 1 day before the appointment.

2. Updated Calendar Event Updates Motion Task

The “rescheduling” of that task if the appointment is rescheduled. Start and end date to be adjust automatically.

3. Updated Spreadsheet Row Creates Google Doc from Template

The Appointment Preparation Document to be created with data in a spreadsheet when the preparation is complete.

3.2 Create an Appointment Preparation Document

An easy to read document restricted to 2 pages to include

An outline of the research done during preparation for the appointment

The appointment process outlined for the person running the appointment

A place to notate & communicate all necessary information to the team

Cut labor by 20% by eliminating duplication of efforts and unnecessary work.

Eliminated miscommunications when delegating the appointment preparation and the drop in hand off after the appointment.