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

1. How to cut your time in half creating, maintaining and publishing your on-call schedule

2. Why were here

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

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.

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!