Christian Kyle N. Escobal

Clinic Management Proposal Prepared by: CK Escobal I. Background of the Proposal This project started in November of 2021 to scout an alternative system provider for Aegle Wellness Center’s operations. Currently, AWC is facing different degrees of challenges and predicaments in performing business processes that hinder the institution to deliver the esteemed health and wellness programs. A. Scheduling and Booking - not efficient and effective due to the surge of clients and their incessant requests in regards to their definite schedule (rescheduling, cancellations, etc.). Previously, it is being performed with the use of google calendars and manual schedule plotting which has been proven unuseful. Rather, resorted to utilizing a free-based scheduling system which is Oncehub. Oncehub was able to help AWC’s FO in their daily scheduling and booking appointments, however, it was proven that it was just a temporary solution to the current dilemma of FO. B. Billing and Accounting - oftentimes FO and Accounting are always in disagreement due to billing, SOA, and SI (Intercom and client companies e.g. SPEX). Asides from this, there are some issues of clients not being charged particularly with our home services being offered or any other programs that have volume bookings such as our Antigen and RT-PCR for Digichrom and SPEX. C. Client records - it is in need to export files and archives of clinic records to the system to declutter and free the office space. In case of immediate pull out of data, nurses or med techs need to search for the record manually. AWC is also having a hard time classifying clients (client, client dependent, employee, employee dependent, member, etc.). D. Results Generation - Sending of results has become an issue for the operations since the practice of manually sending the results one by one is very time-consuming and inefficient. Some employees who did this delegation often took the entire afternoon just to send out results. Integration of QR codes in the results is also a must to protect and secure the integrity of the results and AWC’s name. E. Inventory and Asset Management - AWC does not have any proper monitoring of our inventory. Ms. Jacky and Ms. Myra are the only ones in charge of doing this by ear. Maintenance of equipment is not being done periodically and is not being monitored properly. The Design Booking/Scheduling System - The preface or outlook is the same as Oncehub. System users can have the preference of developing an app for their clients or using email as the basis of communication for booking and scheduling. After the pencil booking, the system user must send payment/account details to the client. Proof of payment shall be the primary basis of booking confirmation before proceeding with the availed service. Billing System / POS System - This system is in charge of checking the payments made by clients to confirm their slot for booking/scheduling. The billing system is also in charge of recording the Client transactions in the database. In case of payments made at the center, we will allot 1 FO section to accommodate any cash transactions. The accounting team can benefit from this system in creating SOAs and end-of-month reports. Client Records Database/Clinic EMR - This is going to be the main database and primary backbone of the clinic management system. Client registration, Client Records, Client Transaction (purchase history and outstanding balances), Client Status (scheduled/canceled/rescheduled) will be reflected here. It will be a dashboard for users to see the general status of our clients. Automated Results generator - A subsystem of the Clinic Management System. The laboratory team is going to be in charge of uploading the test results to the Client records database. System users have the option to filter the following: (1) what type of test, (2) period of test or date of the test, (3) name, and (4) gender. This system is paralleled to our own Yondou payslip report generation. The generated results output will have its QR code as security protection to avoid results flaking and forging. Queueing System - This system is going to be an auxiliary system or optional system to assist FO in handling crowd control. A typical/traditional queuing system can be used (with the use of kiosks, queue numbers, screens, and annunciator) or a queueing system app. Inventory and Asset Management System - This system is going to be traditional inventory management (fast-moving vs. slow-moving, re-order level, critical point, purchase request/acquisition history, expiration date). We can also integrate the purchase request form to be approved by the operations manager / V.P. Similar format as the Yondou filling of leaves. Once approved, the requestor may file it to Purchasing for procurement. However, integrating the up-to-date changes in the inventory level based on the services availed might be expensive. We can have alternative options such as the weekly-usage report or logbook system to record daily usage. For assets management, the system can automatically compute the assets’ depreciation. The system is going to be a dashboard for the machines’ status (for repair, replacement, maintenance). The basis for this can be calculated by the system by inputting the following: (1) date of purchase, (2) date of last maintenance, (3) date of next maintenance, (4) date of the expected replacement Text-blast system/automated SMS tracker - a subsystem or an auxiliary system of the CMS records wherein the CMS will automatically send out text messages or email reminders for clients for their upcoming consultations, services, supplements, etc. NetSuite Integration - we visualize this feature/function as a mirror system of NetSuite, basically a local system for AWC’s operations. Modules to be included: (1) Accounting, (2) Purchasing, (3) Inventory, and (4) existing client records. II. Objectives A. To be able to improve and expedite processes and procedures of Aegle Wellness Center in delivering health and wellness to clients B. To be able to adapt to the rapid changes in technology and development and embrace it in improving the business processes of AWC C. To elevate Aegle Wellness Center’s operational performance to boost other business focus for revenue generation III. Previous Engagements AWC had a previous engagement with BizBox - an off-the-shelf prebuilt system provider that has been accredited and recommended by Philhealth and DOH. The system being provided by BizBox is a prebuilt HMS or Hospital Management System - a dedicated system for Hospitals and any other medical institutions in assisting their operations. However, AWC encountered issues in this venture. (1) Issue with the price; price of around Php 3M-4M is non-negotiable. With a price like this, AWC can opt-out to custom-built systems. (2) Issues with minor alterations - Bizbox is willing to remove or hide modules in the HMS being offered. However, the price is not going to be adjusted according to AWC’s preference. (3) Bizbox is attempting to instigate restructuring of AWC’s operations to fit in the HMS. Force restructuring would definitely invite unintended costs for AWC due to its operational adjustments. (4) Hospital Management System is not suited for clinics. HMS is a dedicated system for hospital-based operations. AWC is a clinic with specialized offers and services for health and wellness and it is not a hospital that caters to major medical operations. Lastly (5), Integration issues as per the IT Department. IV. Current Findings During the outsourcing period, the team managed to scout at least 6 system providers who can assist Aegle in its operations. The team scouted the following providers: 1. UPME IT Solutions 2. ION Management Solutions 3. Teligent Systems Inc. 4. Stash Ph - powered by Appoluz CNR 5. Praxxys PH 6. Serious MD The team encountered issues and concerns with some of the providers listed. Some of the solution providers exceeded the expected budget for this project (Php 5M-6M < Php N) and some providers were not able to completely or precisely deliver the system design requirements of Aegle. Upon further scrutinization of the potential providers, we landed on two (2) potential solutions providers: Praxxys (custom-built) and Stash (pre-built). Praxxys PH From the Greek word “Praxis” which means “process” or the act of actualizing an idea, and transforming theories into practices. Praxxys is a solutions provider firm that prides itself on the leading technologies and advancements for bespoke systems for its’ clients. This firm has 4 core focus: (1) Website design and development, (2) Mobile apps and Systems, (3) Game development: AR/VR/IoT, and (4) Creative Services; in which all cores apply gamification practices and application. This company started in 2012 and grew strong in the industry, providing solutions to the following companies: ● Automotive and Transport ○ LRT or Light Rail Manila Corporation ○ Mitsubishi ○ Kawasaki ○ Motolite ○ Dunlop ● Real Estate ○ Megaworld ○ Vista Land ○ DMCI ○ The Alley ● Appliances ○ Technolux ○ Kolin ● Healthcare ○ NU skin ○ Philippine Heart Association Inc. ○ Relay Med Health Solutions ○ Cardinal Santos Medical Center Sample Deck (under NDA) ● ● ● Aegle Wellness Homepage and Booking System Aegle Wellness Mobile App (Patient) Aegle Wellness - Backend Wireframe Stash A well-known solutions provider accredited and preferred by Philhealth and DOH. Stash is a Healthcare Technology Company that provides services and platforms for hospitals and insurance companies. This firm is powered by CNR Software Systems to provide a comprehensive “off-the-shelf” hospital management system for medical institutions and industries. Their flagship hospital management system Appoluz was developed by CNR in order to cater to the deliverables and requirements of their clients with features and functions that are pertinent to the day-to-day operations of a hospital/clinic. This company started in 2015 and was able to cater to the following institutions: 1. Clinica Antipolo Hospital and Wellness Center Inc. 3. St. Therese De Lima Hospital 4. Cornel Medical Center 2. 5. San Isidro Hospital St. Matteus Medical Hospital 6. Marrero-Acop Clinic and Hospital 7. Taytay Maternity and Child Care Center 8. Soriano-Leyble Maternity and Medical Hospital 9. Hospital of the Infant Jesus Medical Center 10. Cavite Medical Center 11. CareJet Assist 12. Lipunan Hospital Inc. 13. Binangonan Lakeview Hospital 14. Binangonan Providence Hospital 15. Mary Chiles General Hospital V. Proposal of Quotations PRAXXYS (Cloud) CMS + Website (Booking) = Php 3,675,083.49 CMS + Website (Booking) + Clients’ app = Php 4,823,755.49 CMS + Website (Booking) + Clients’ app + Doctors’ app = Php 5,895,371.49 Integration: Php 784,000 Fixed Annual License Fee: Php 304,331.49 or Php 25,360.96/month Stash PH (In-house server) Trimmed HMS (CMS) = Php 1,300,000 with 20 % annual license fee = Php 260,000 Trimmed HMS (CMS) + Website hosting (Booking) = Php 1,900,000 with 20% annual license fee plus annual website hosting = Php 410,000 *integration fees are not yet included; no updates from Stash PH VI. Team Deliberation Ms. Carmela: ● Works on both Windows and Mac (important) ● Cloud accessibility (Makati and Balesin accessibility) ● The interface is more pleasant than Stash ● Ground-up customization unlike Stash (tweaking HMS into CMS) ● API integration is not a problem (?) Doc Ben: ● Stash is like BizBox-not versatile enough for our needs ● IOS compatibility is important - 80% of the doctors use Apple ● Client’s app for benchmarking services ● Deal-breaker: accessibility - cloud server(Praxxy) vs in-house server(Stash) Sir Dondi: ● As long as the provider can provide the “must-have” requirements ● Why need to choose Stash if we already rejected a similar system such as BizBox? ● Enhancement of AWC website and mobile application Sir Chris: ● Prefers cloud server ● Integration is not an issue ● OS compatibility with Android, Windows, and IOS