Aged care service provider business is a good example on how field service company in health care uses BookAndPay application. Aged care service provider manages and supports home visits by nurses and other home care services such as house work and gardening. The service provider also manages assets such as medical equipment in some cases.
Aged care service like other field services providers manages assets and provide services are customer locations. Other examples include building maintenance management companies, repair service etc.
Aged care service have several care providers ranging from nurses to people who helps in house chores and gardening. They are qualified and certified people who look after the elderly people at home.
Most of the scheduling, booking is done often by relatives, other family members of the elderly persons by phone call and email. The staff at the aged care provider manages the schedule and appointment and make booking consulting the roster / schedule of their direct and independent service providers.
The process is manual and time consuming. Reporting is manual via Excel spreadsheets and billing and invoicing was independent and hence more manual process in the work flow.
|Scheduling and Booking||Manual||Availability and scheduling between care providers and care receivers done manually by emails and phone calls.|
|Cancellations / Changes||Manual||By email and phone calls|
|Reminders||Partially Automatic||Basic email reminder without specific details.|
|Payment||Manual||Manual invoicing and electronic payments.|
|Self Service||Not available||Independent service providers / nurses nor care receivers have to call office to get past invoices or make changes to bookings.|
|Reports||Excel based||No reporting available for care providers or receivers.|
The solution was to automate the booking and work order processing without any additional programming. BookAndPay application was deployed on customers own virtual machines (hosted).
A new “Book Now” button was added to existing website. No programming was required for integration.
For automation, the workflow was divided into two parts
The booking workflow automates the scheduling, booking, notifications aspects of the business. Once the BookAndPay application was deployed on customer owned virtual servers, the integration was painless with a simple addition of a “Book / Search” button on the franchise business website.
For full details of the booking functions, see Booking Feature
Payment workflow was not provided directly by BookAndPay application. Instead automation was achieved using connecting BookAndPay application to the online accounting software via Webhooks functionality of the BookAndPay application. More details can be found in plugins feature
Self-service function enables customer, care providers and employees of the aged care service provider to manage various aspects of work orders and bookings. Self-service will also allow all users to view past and current bookings, make changes and update the details without calling staff during 9 to 5.
Self-service allows the users with certain roles to view and create reports. For example, approved staff of aged care service provider can create reports on customers and their bookings or care providers and their booking data.
Advanced security including OAuth Authentication
Scheduling and Calendar
Reporting system with exporting capabilities to CSV, Excel and PDF
Work Order service
BookAndPay application server is deployed on customers own on-premise server.
The client added “Book Service” button on existing PHP enabled website running on Apache webserver. No other integration required.
Before the system goes live, aged care provider company IT staff and their care providers need to carry out few minimal tasks.
The aged care company IT staff carries out the following. The steps are often Deploy, Connect and Configure.
The care provider (nurse) carries out the following
Create their schedule / timetable in BookAndPay application and add this on Google calendar.
An example might be like this
``` Mondays 1 to 4, Tuesdays: not available Wednesdays 9 to 3 Thursday-Friday 1 to 5 Not available on Sunday and on public holidays Minimum interval - 2 hours ```
More details on how to create schedule can be found in schedule and calendar section
Authorize BookAndPay service to access Google calendar to create new bookings and also to show availability to customers.