Implementing Tsoon for occupational heath appointments scheduling.

1. Occupational Health
1. Needs and challenges
2. Planning
3. Scheduling process
4. Aligning Tsoon with another software
5. Environments
6. Planning rules
7. Customization
Implementing Tsoon
for appointments scheduling

2. 1. NEEDS AND CHALLENGES
¡ Goals
A. To reduce administrative tasks and to get medical assistants focused on more complex tasks :
emergency planning, support of employees, etc.
B. To save medical time by optimizing agendas
C. To use up to date technology as required by the current digital transition of occupational health
¡ Key Performance Indicators
Cancellation and no-show rates
Average time for convocation
Professional occupancy rate (doctors and nurses)
¡ Challenges
To support and train impacted in-house teams and to prepare them for future changes
by explaining the goals, their benefits and contributions
To set up properly the software in order to facilitate its handling and customization
To communicate internally and externally the project added-value
To monitor data quality in the database and as entered by (and displayed to) the users
To manage emails sending because they are the main media exchange with the employers
Implementing Tsoon for appointments scheduling

3. 2. PLANNING
¡ Projet Kick-off
¡ 1. Phase I = PILOT, 1 to 3 months
ü X doctors with all nurses, assistants
and employers
ü Loading data and check
ü Training assistants
ü Final settings
ü Rollout
¡ Pilot feedback and Go / No go
Implementing Tsoon for appointments scheduling
¡ 2. DEPLOYMENT : 1 to 3 months
¡ Location X
ü Doctors, nurses, assistants and
employers
ü Loading, training, settings
ü Rollout
¡ Location Y
¡ Location Z

4. 3.1 SCHEDULING PROCESS
Implementing Tsoon for appointments scheduling
Doctor
Assistant
0) The assistant enter 1 month before for each health
professional:
- his/her hours: place, days, hours, emergency beach
3b) The assistant validates the appointment
for specific visits (according to their types,
demander, employees…)
1c) The assistant suggests appointments to employees
- With an email and a link to approve or modify
4) The appointment is booked
immediately in SOFTWARE
SOFTWARE
Employee
Employer
1a) Tsoon monthly sends an email to employers with :
- the number of employees to be convoked during the period
- based on their target dates
- wIth an hyperlink to do so (in few clicks)
2) The employer clicks ont the link :
- selects the employees (part or all of them)
- enters days & hours preferences
- chooses the slots among the proposed ones
5) Tsoon sends the employee an email :
- to confirm the appointment
- to ask for his mobile number for the SMS reminder
3) Tsoon sends an email to the employer
- with summons in PDF format
2b) The employer schedules on demand :
- selecting employee and requested visit
- entering required information
- choosing slots among proposed
1b) Tsoon sends the employee an email or SMS
to schedule his own appointment

5. 3.2 REMINDER PROCESS
Implementing Tsoon for appointments scheduling
Doctor
Assistant
1) Tsoon sends an SMS or email
reminder to the employee :
- If the employee refuses,
Tsoon resends a link to reschedule
the appointment
3) The employee goes to his
appointment
- with his/her pdf summon
4) The doctor receives the employee :
- his medical record is in SOFTWARE
5) After the appointment, the doctor targets his
next visit (type and period) in SOFTWARE
6) In case of no-show, the
assistant can note it in Tsoon
- an email is sent to the
employee for rescheduling the
appointment
SOFTWARE
Employee
2) After receiving the email alert,
the employee can :
- cancel the appointment and
release the slot which becomes
available to other employees
- re-schedule the appointment
Employer

6. 4. ALIGN TSOON WITH SOFTWARE
¡ PRINCIPLES
A. The SOFTWARE database remains the master database for employers, employees and agendas
• All data comes from SOFTWARE : Category, name, phone, email, date of birth, contact details
• This data can not be changed in Tsoon
• Anomalies can be detected during data loading but the corrections must be made in SOFTWARE
B. The Tsoon database masters the appointment schedulings :
• Once a professional is rolled out in Tsoon, all his appointments are to be done in Tsoon
and automatically booked in SOFTWARE database
• It is dangerous to schedule in Tsoon and SOFTWARE in parallel for the same professional and location
(risk of conflicts)
Implementing Tsoon for appointments scheduling
SOFT
WARE
Tsoon
Employers & employees
daily batch
or sync on demand
Immediate
Appointment
Appointment
Rollout per pro and location
Repository : Teams, locations, assignments, vacations

7. 5. ENVIRONMENTS
Principles
A. Only the assistant accesses to both environments
The employee sees only the production environment
B. In PILOT, emails and SMS are redirected to an internal address
(no email nor SMS are sent to the employee)
C. In PRODUCTION mails are sent to the employee
from the address: do-not-reply-XXXX@tsoon.fr and archived at: trace.XXXX@tsoon.fr
D. The employee receives an email after the summon and an SMS 48 h before the appointment
Implementing Tsoon for appointments scheduling
« Sandbox »
PRE-PROD = https://pilot.tsoon.me PROD = https://XXXX.tsoon.me
SOFTWARE
(PRE-PROD)
tsoon-
pilot
Assistant
SOFTWARE
(PROD)
tsoon
email
summon
reminder
Employer
Employee
email
summon
reminders
email

8. 6.1 SCHEDULING RULES
¡ Principles
A. The rules are defined by doctor for his whole scope (employees, medical staff & resources)
These rules enable automatic scheduling of appointments without any intervention from the assistant
(except if her validation is required for specific requests < 1% of demands)
B. They are triggered for every request in order of appearance in the list :
the first one to match will be applied and will define time, place, emergency, professional
C. There are 13 different criteria, based on employee (id, category, age, last professional seen),
appointment (type, resources)…
Implementing Tsoon for appointments scheduling

9. MorningAfternoon
Dr. MARTIN - Center X - 03/28/2019
6.2. MEDICAL SESSIONS
¡ PRINCIPLES
A. A session is related to one professional
(doctor or nurse) and one location (care
facility, medical office ...).
B. Generic sessions are planned with default
times for morning and afternoon sessions.
Afterwards, the daily sessions are set up,
ideally 1 or 2 months in advance.
C. An emergency range can be set up,
dedicated to high priority requests, in order to
preserve availability in the agenda for them.
D. The optimization of the agenda is the result
of this straightforward process which allows
chaining appointments (without "holes"),
combining medical resources at the best of
their availibility.
Implementing Tsoon for appointments scheduling
Consultation
Consultation
Consultation
Urgent appointment
Emergency

10. 7.1 CUSTOMIZATION
¡ Design
Logo, banner
Stylesheet
Summon header and footer
¡ Labels : rank, ref and alias
Employee category, status, civility
Request and Visit: nature, type, class, status
¡ Messages
Multiple email and SMS templates are used for : document, reminder, cancellation, etc.
The template can take information from existing summons :
• Using a simple and readable layout : one date, one address, one telephone
• Adding practical information: Access map, risk assessments …
Implementing Tsoon for appointments scheduling
The rank is the order in the lists.
The rank 0 is the value used by default
The ref is the id used in SOFTWARE
The alias is more explicit and used in the rules