Implementation of Patient Appointment Booking System - Desklib

This article discusses the implementation of an online patient appointment booking system for XYZ clinic. It covers the problem statement, project objectives, scope, deliverables, stakeholders, work breakdown structure, task relationship, risk management plan and more. The article is relevant for students studying implementation of health systems or healthcare management.

Subject:
Implementation of Health Systems
Topic:
Implementation of Patient
appointment booking system
Student name:

TABLE OF CONTENT
Part A: Statement of work.....................................................................................................................3
Problem statement............................................................................................................................3
Project objectives..............................................................................................................................3
Scope of the project..........................................................................................................................3
Project deliverables...........................................................................................................................3
Project stakeholders..........................................................................................................................3
The responsibility matrix...................................................................................................................4
Project constraints.............................................................................................................................4
Project assumptions..........................................................................................................................4
Communication plan.........................................................................................................................5
Measurement of success...................................................................................................................5
PART B: Work Breakdown Structure and Task Relationship..................................................................5
Project activities/tasks, including......................................................................................................5
Summary Tasks..............................................................................................................................5
Work Packages..............................................................................................................................6
A breakdown of the activity/task schedule.......................................................................................6
Start / Finish times...........................................................................................................................13
Sequencing..................................................................................................................................14
Dependencies..............................................................................................................................15
Milestones...................................................................................................................................16
Critical Activities..........................................................................................................................16
Resources for the project............................................................................................................17
Part C: Risk management plan.............................................................................................................17
Risk Profile.......................................................................................................................................17
Response Strategy...........................................................................................................................17
Mechanism(s) for Risk Control.........................................................................................................18
Risk Management Plan....................................................................................................................18
Bibliography.........................................................................................................................................20
Appendices..........................................................................................................................................22
1. Cash Flow for the project.............................................................................................................22
2. Resource Overview for the project..............................................................................................22

Part A: Statement of work
Problem statement
The XYZ clinic is based in north side of Melbourne. The clinic does not have patient appointment
booking system. The clinic only use walk-in to clinic system that means first arrived will be seen first.
This leads patients to wait longer to see their desire doctor. The patients are constantly complaining
about poor communication infrastructure. Because of this, the clinic has dropped its reputation in
market. The purpose of the project is to create and implement patient management and
appointment booking system to resolve the issue. This system will help doctors in their work as well
as view their patient medical progress and also help patient to book their appointment with their
desire doctor. The doctors can manage their booking slots and patients can book empty slot of
appointment with their desire doctor using this online system. The system has huge database to
manage multiple doctors various dates and times and store each patient’s medical history. The
system allows users log in for users to view all patient’s records as needed.
Project objectives
The main aim of this project is to create online patient appointment booking system and manage
patient’s medical records. The objective that has been determined for the project are presented as
below:
 To develop and implement an Online Patient Appointment Booking system for XYZ clinic.
 To manage the patients and their related information in digital form.
 To provide the patients with ease of booking their appointment through online mode.
Scope of the project
The main purpose of this project is to develop and implement an online system for Patient
appointment booking for XYZ clinic so that the patients do not have to wait in long queues for their
desired specialist. The scope of this project is implementation of the online patient appointment
booking system however it is not confined to that only as it will also provide benefits to the business
of XYZ clinic.
Project deliverables
The deliverables for this particular project are presented as below:
 An online system for Patient Appointment booking.
 An easier way to manage the information of patients.
 Suitable management of patient queries.
 Easier access to services provided by XYZ clinic.
Project stakeholders
The stakeholders that are associated with this particular project on implementation of Patient
appointment booking system are listed as below:
Stakeholder Roles
CEO (Chief Executive Officer) Owner of the organization or planning head of
the XYZ clinic
Steering Committee Management committee formed for execution
of the project
Project Manager Planning, managing and organizing the project

Analyst Checking of software modules and designed
codes
Developer Designing of codes for software
Tester Testing of developed codes
Trainer Training of staffs on the new system
Technical communicator Preparation of the technical documents
Deployment team Installation and deployment of the system
The responsibility matrix
Task Steering
Committee
Project
Manager
Analys
t
Developer Tester Trainer Technical
communicato
r
Deployment
team
Project
Initiation and
planning
R R I I I I C C
Requirements
Analysis
C, I R R C I I I C
Design I I C R, A I I C R
Development I I C R,A I I R,A C
Testing I I A C R,A I I I
Training R R C I C R,A R I
Documentation I I I I C A R,A C
User
Acceptance
Testing
C C I C R,A I C A
Deployment I C I I C I I R,A
Post
Implementation
Project Review
R R,A I C I I I C
R – Responsible, A – Accountable, C – Consulted, I – Informed
Project constraints
The major constraints that are related to the project are unlike any other project that is Time, Scope
and Cost. The detailed explanation and relationship of the constraints are provided below:
Time – It is directly related to cost as if there is delay in the project and it is not going as per the
schedule then more budget will be required to complete the project. Further, if there is any changes
in scope of the project then it will require more time to complete.
Scope – The changes in project scope may lead to delay or over budgeting which could eventually
lead to failure of the project. The time required for implementing changes in project scope could
lead to increase in time and budget for the project.
Cost – Cost is another essential factor and it is directly proportional to time and scope as changes in
both have a direct impact on cost. The changes in cost may lead to delay or failure of project.
Project assumptions
 Adequate time and budget is available to complete the project.
 Adequate resources are available to complete the project.
 Technical issues can be resolved with immediate effect.

Communication plan
Purpose Channel Frequency Audience Responsible
Progress of
project
Email, Team
meetings
Weekly CEO, Steering
Committee
Project Manager
Conflict/issues Team meetings Bi-weekly,
Monthly
Project Manager Project team
members
Resource
availability
Email and
Telephonic
conversations
Monthly CEO, Steering
Committee
Project Manager
Technological
aspects
Email Weekly Steering
Committee
Technical
Communicator
Measurement of success
The success of the project can be measured with help of certain criteria as mentioned below:
 Benefits achieved by the organization
 Satisfaction of the stakeholders
 Satisfaction of users
 Number of issues being raised since Go-Live
 Measurement of Usability
 Feedback from end users
PART B: Work Breakdown Structure and Task Relationship
Project activities/tasks, including
Summary Tasks

Work Packages
Software Development
Initiation Phase
Determination of project
scope
Arrangements for project
sponsorship
Defining of the preliminary
resources
Securing and acquiring
the core resources
Completion of Initiation
Phase
Requirements Analysis
Phase
Gathering of requirements
Drafting of the preliminary
software requirements
Development of
preliminary budget
Review of software
specifications and budget
with project team
Incorporating the
feedback acquired for
software specifications
Development of delivery
timeline
Acquisition of approvals
Completion of Analysis
Phase
Design Phase
Review of preliminary
software specifications
Development of functional
specifications
Development of the
prototype
Review of functional
specifications
Incorporating feedback for
functional specifications
Obtaining approvals
Completion of design
phase
Development Phase
Review of functional
specifications
Identifying the design
parameters
Assigning the
development staff
Development of code
Testing by developer
(primary debugging)
Completion of
development phase
Testing Phase
Development of plans for
Unit testing
Development of plans for
integration testing
Unit Testing
Review of modular code
Testing the component
modules
Identifying the anomalies
Modification of code
Re-testing the modified
code
Completion of Unit testing
Integration Testing
Testing the integration of
module
Identifying the anomalies
Modification of code
Re-testing the modified
code
Completion of Integration
testing
Training Phase
Development of training
specifications (end users)
Development of training
specifications (helpdesk
support staff)
Identifying the delivery
method for training
Developing the training
materials
Conducting the usability
study for training
Finalizing the materials for
training
Completion of training
materials
Documentation Phase
Development of Help
specification
Development of Help
functions and system
Review of Help
documentation
Incorporating the
feedback on Help
documentation
Development of
specifications for user
manuals
Developing user manuals
Review of all user
documentation
Incorporating feedback on
user documentation
Completion of
documentation phase
User Acceptance Testing
Identification of the test
group
Installation and
deployment of software
Obtaining the feedback
from users
Evaluation of testing
information
Completion of User
Acceptance testing
Deployment Phase
Determination of strategy for
final deployment
Securing the resources for
deployment
Training for support staffs
Deployment of system
Completion of Deployment
Post Implementation
Project Review
Documentation of lessons
learnt
Distribution to project
team members
Completion of Post
implementation project
review
System Go-Live
A breakdown of the activity/task schedule
ID Task name Duration Start Finish Cost Gantt
chart
0 Software
Development
97.5 days Tue 25-
09-18
Thu 07-
02-19
$40,410.00
1 Initiation
Phase
7 days Tue 25-
09-18
Wed 03-
10-18
$2,560.00
1.1
Determination
of project
scope
1 day Tue 25-
09-18
Tue 25-
09-18
$400.00
1.2
Arrangements
for project
sponsorship
3 days Wed 26-
09-18
Fri 28-09-
18
$1,200.00 2
1.3 Defining of
the
preliminary
resources
2 days Mon 01-
10-18
Tue 02-
10-18
$640.00 3
1.4 Securing
and acquiring
the core
resources
1 day Wed 03-
10-18
Wed 03-
10-18
$320.00 4
M1
Completion of
0 days Wed 03-
10-18
Wed 03-
10-18
$0.00 5

Initiation
Phase
2
Requirements
Analysis Phase
13.25 days Thu 04-
10-18
Tue 23-
10-18
$4,290.00
2.1 Gathering
of
requirements
5 days Thu 04-
10-18
Wed 10-
10-18
$1,400.00 6
2.2 Drafting of
the
preliminary
software
requirements
3 days Thu 11-
10-18
Mon 15-
10-18
$840.00 8
2.3
Development
of preliminary
budget
2 days Tue 16-
10-18
Wed 17-
10-18
$640.00 9
2.4 Review of
software
specifications
and budget
with project
team
6 hrs Thu 18-
10-18
Thu 18-
10-18
$450.00 10
2.5
Incorporating
the feedback
acquired for
software
specifications
1 day Thu 18-
10-18
Fri 19-10-
18
$280.00 11
2.6
Development
of delivery
timeline
1 day Fri 19-
10-18
Mon 22-
10-18
$320.00 12
2.7 Acquisition
of approvals
4 hrs Mon 22-
10-18
Tue 23-
10-18
$360.00 13
M2
Completion of
Analysis Phase
0 days Tue 23-
10-18
Tue 23-
10-18
$0.00 14

3 Design Phase 14.5 days Tue 23-
10-18
Mon 12-
11-18
$4,640.00
3.1 Review of
preliminary
software
specifications
2 days Tue 23-
10-18
Thu 25-
10-18
$560.00 15
3.2
Development
of functional
specifications
5 days Thu 25-
10-18
Thu 01-
11-18
$1,400.00 17
3.3
Development
of the
prototype
4 days Thu 01-
11-18
Wed 07-
11-18
$1,120.00 18
3.4 Review of
functional
specifications
2 days Wed 07-
11-18
Fri 09-11-
18
$800.00 19
3.5
Incorporating
feedback for
functional
specifications
1 day Fri 09-
11-18
Mon 12-
11-18
$400.00 20
3.6 Obtaining
approvals
4 hrs Mon 12-
11-18
Mon 12-
11-18
$360.00 21
M3
Completion of
design phase
0 days Mon 12-
11-18
Mon 12-
11-18
$0.00 22
4
Development
Phase
21.75 days Mon 12-
11-18
Wed 12-
12-18
$6,600.00
4.1 Review of
functional
specifications
1 day Mon 12-
11-18
Tue 13-
11-18
$200.00 23
4.2 Identifying
the design
parameters
1 day Tue 13-
11-18
Wed 14-
11-18
$200.00 25
4.3 Assigning
the
1 day Wed 14- Thu 15- $200.00 26

development
staff
11-18 11-18
4.4
Development
of code
15 days Thu 15-
11-18
Thu 06-
12-18
$3,000.00 27
4.5 Testing by
developer
(primary
debugging)
15 days Wed 21-
11-18
Wed 12-
12-18
$3,000.00 28FS-75%
M4
Completion of
development
phase
0 days Wed 12-
12-18
Wed 12-
12-18
$0.00 29
5 Testing
Phase
48.75 days Mon 12-
11-18
Fri 18-01-
19
$8,400.00
5.1
Development
of plans for
Unit testing
4 days Mon 12-
11-18
Fri 16-11-
18
$960.00 23
5.2
Development
of plans for
integration
testing
4 days Fri 16-
11-18
Thu 22-
11-18
$960.00 23
5.3 Unit
Testing
15 days Wed 12-
12-18
Wed 02-
01-19
$3,600.00
5.3.1 Review of
modular code
5 days Wed 12-
12-18
Wed 19-
12-18
$1,200.00 32,30
5.3.2 Testing
the
component
modules
2 days Wed 19-
12-18
Fri 21-12-
18
$480.00 30,35
5.3.3
Identifying the
anomalies
3 days Fri 21-
12-18
Wed 26-
12-18
$720.00 36

5.3.4
Modification
of code
3 days Wed 26-
12-18
Mon 31-
12-18
$720.00 37
5.3.5 Re-
testing the
modified code
2 days Mon 31-
12-18
Wed 02-
01-19
$480.00 38
M5
Completion of
Unit testing
0 days Wed 02-
01-19
Wed 02-
01-19
$0.00 39
5.4 Integration
Testing
12 days Wed 02-
01-19
Fri 18-01-
19
$2,880.00
5.4.1 Testing
the
integration of
module
5 days Wed 02-
01-19
Wed 09-
01-19
$1,200.00 40
5.4.2
Identifying the
anomalies
2 days Wed 09-
01-19
Fri 11-01-
19
$480.00 42
5.4.3
Modification
of code
3 days Fri 11-
01-19
Wed 16-
01-19
$720.00 43
5.4.4 Re-
testing the
modified code
2 days Wed 16-
01-19
Fri 18-01-
19
$480.00 44
M6
Completion of
Integration
testing
0 days Fri 18-
01-19
Fri 18-01-
19
$0.00 45
6 Training
Phase
43.75 days Mon 12-
11-18
Fri 11-01-
19
$4,800.00
6.1
Development
of training
specifications
(end users)
3 days Mon 12-
11-18
Thu 15-
11-18
$480.00 23
6.2
Development
of training
3 days Thu 15-
11-18
Tue 20-
11-18
$480.00 23

specifications
(helpdesk
support staff)
6.3 Identifying
the delivery
method for
training
2 days Tue 20-
11-18
Thu 22-
11-18
$320.00 23
6.4 Developing
the training
materials
3 wks Wed 12-
12-18
Wed 02-
01-19
$2,400.00 48,30,49,5
0
6.5 Conducting
the usability
study for
training
4 days Wed 02-
01-19
Tue 08-
01-19
$640.00 51
6.6 Finalizing
the materials
for training
3 days Tue 08-
01-19
Fri 11-01-
19
$480.00 52
M7
Completion of
training
materials
0 days Fri 11-
01-19
Fri 11-01-
19
$0.00 53
7
Documentatio
n Phase
48.75 days Mon 12-
11-18
Fri 18-01-
19
$5,040.00
7.1
Development
of Help
specification
1 day Mon 12-
11-18
Tue 13-
11-18
$120.00 23
7.2
Development
of Help
functions and
system
3 wks Tue 27-
11-18
Tue 18-
12-18
$1,800.00 56,28FS-
50%
7.3 Review of
Help
documentatio
n
3 days Tue 08-
01-19
Fri 11-01-
19
$360.00 57
7.4 2 days Wed 16- Fri 18-01- $240.00 58

Incorporating
the feedback
on Help
documentatio
n
01-19 19
7.5
Development
of
specifications
for user
manuals
2 days Tue 13-
11-18
Thu 15-
11-18
$240.00 23
7.6 Developing
user manuals
3 wks Tue 18-
12-18
Tue 08-
01-19
$1,800.00 60,28FS-
50%
7.7 Review of
all user
documentatio
n
2 days Fri 11-
01-19
Tue 15-
01-19
$240.00 61
7.8
Incorporating
feedback on
user
documentatio
n
2 days Wed 16-
01-19
Fri 18-01-
19
$240.00 62
M8
Completion of
documentatio
n phase
0 days Fri 18-
01-19
Fri 18-01-
19
$0.00 63,59
8 User
Acceptance
Testing
70.25 days Tue 23-
10-18
Tue 29-
01-19
$1,720.00
8.1
Identification
of the test
group
1 day Tue 23-
10-18
Wed 24-
10-18
$320.00 15
8.2 Installation
and
deployment of
software
1 day Fri 18-
01-19
Mon 21-
01-19
$200.00 46,64,54
8.3 Obtaining 1 wk Mon 21- Mon 28- $1,000.00 67

the feedback
from users
01-19 01-19
8.4 Evaluation
of testing
information
1 day Mon 28-
01-19
Tue 29-
01-19
$200.00 68
M9
Completion of
User
Acceptance
testing
0 days Tue 29-
01-19
Tue 29-
01-19
$0.00 69
9 Deployment
Phase
4 days Tue 29-
01-19
Mon 04-
02-19
$800.00
9.1
Determination
of strategy for
final
deployment
1 day Tue 29-
01-19
Wed 30-
01-19
$200.00 70
9.2 Securing
the resources
for
deployment
1 day Wed 30-
01-19
Thu 31-
01-19
$200.00 72
9.3 Training
for support
staffs
1 day Thu 31-
01-19
Fri 01-02-
19
$200.00 73
9.4
Deployment
of system
1 day Fri 01-
02-19
Mon 04-
02-19
$200.00 74
M10
Completion of
Deployment
0 days Mon 04-
02-19
Mon 04-
02-19
$0.00 75
10 Post
Implementati
on Project
Review
2 days Mon 04-
02-19
Wed 06-
02-19
$640.00
10.1
Documentatio
n of lessons
learnt
1 day Mon 04-
02-19
Tue 05-
02-19
$320.00 76

10.2
Distribution to
project team
members
1 day Tue 05-
02-19
Wed 06-
02-19
$320.00 78
M11
Completion of
Post
implementatio
n project
review
0 days Wed 06-
02-19
Wed 06-
02-19
$0.00 79
11 System Go-
Live
1 day Wed 06-
02-19
Thu 07-
02-19
$920.00 80

Start / Finish times

Sequencing

Dependencies

Milestones
Critical Activities

Resources for the project
Part C: Risk management plan
Risk Profile
The identified threats relate to this particular project on Implementation of Patient appointment
booking system are as below:
 Schedule risk – This risk relates to the project schedule and time required to complete the
project.
 Budget risk – This risk relates to the budget required for completion of the project in
comparison to progress of the project.
 Scope risk – This risk relates scope creep means deviation of project from the determined
scope.
 Resource risk – This risk involves the issues related to resource management for the project.
 Technological risk – This risk includes the technology related issues that may occur while
executing the project.
 Human related risk – This risk relates to the human error that may occur while conducting
the project.
 Usability risk – This type of risk involves usability of the system that will be produced as
outcome from the project.
 Organizational risk – This risk relates to deviation from the organizational goals and
objectives upon undertaking of the project.
 Project team risk – This risk relates to issues that may occur within the project team
members during execution of the project.
 Strategic risk – This type of risk involves the threats related to strategic planning and
development of the organization from future perspective.
Response Strategy
The response strategies that can be applied for identified risks related to chosen project for
implementation of Patient appointment booking system are as below:
 Avoidance: This strategy relates to removing the tasks that causes risks in the project and it
is the easier way to mitigate risks in a project.
 Acceptance: This strategy includes planning of risks identified for the project and if no other
response strategy can be identified then accepting the risks will be sufficient to proceed with
the project.
 Monitor and Prepare: It involves development of plans for monitoring the triggers by which
risks are activated and immediate implementation of action plans after occurrence of the
risk.
 Mitigation: It comprises of measures for reducing likelihood of risk occurrence and reducing
the impact of risk.

 Transference: It involves transferring the risks onto another party means the consequences
of risks will be impose upon third party which is not easy and often overlooked.
Mechanism(s) for Risk Control
Mitigation strategies: The risks can be controlled by implementing mitigation strategies so that
consequence of risks can be minimized. The mitigation of risks can be done through different
techniques as mentioned in the previous section. The mitigation strategies for risks can help to
achieve project success so that desired outcomes are in accordance with the objectives and project
requirements.
Contingency planning: This method for controlling risk is termed as development of a plan to
manage the outcome if it is other than the expected or actual. This planning can be used for
managing exceptional risks although it may have catastrophic consequences.
Backup and Disaster recovery: This control mechanism refers to the planning for managing the
outcomes of a risk in case such severe risk occurs in a project. This planning relates to backup and
recovery to previous state of work in case risks have impact on progress of the project.
Risk Management Plan
Ris
k
ID
Risk Risk
Impa
ct
Likeli
hood
of
risk
Sever
ity of
conse
quenc
es
Lev
el
of
Risk
Miti
gatio
n
Contin
gency
Plan
Risk
Owner
Date
Logge
d
Date
of
Revie
w
01 Delay
in
progre
ss as
per
schedu
le
Medi
um
Mode
rately
likely
Margi
nal
Low Acce
ptan
ce
Monit
oring
of
project
progre
ss on
regular
ly
Project
Manage
r
20/10
/18
22/10
/18
02 Over
budge
ting
High Unlik
ely
Margi
nal
Hig
h
Mon
itor
and
prep
are
Proper
budget
allocati
on
Steerin
g
Commi
ttee
25/10
/18
26/10
/18
02 Scope
creep
High Mode
rately
likely
Critic
al
Ver
y
Hig
h
Tran
sfere
nce
Approv
al for
change
s
Project
Manage
r
30/10
/18
02/11
/18
04 Inadeq
uate
resour
Low Unlik
ely
Negli
gible
Low Miti
gatio
Proper
resour
ce
Project
Manage
05/11
/18
07/11
/18

ce
during
executi
on
n manag
ement
strateg
ies
r
05 Techni
cal
risks
Medi
um
Mode
rately
likely
Margi
nal
Me
diu
m
Avoi
danc
e
Techno
logical
suppor
t as
per
objecti
ves
Develo
per,
Deploy
ment
team
10/11
/18
14/11
/18
06 Human
error
Low Highl
y
likely
Critic
al
Low Avoi
danc
e
Proper
strateg
ies for
human
errors
Testers,
Analyst
16/11
/18
18/11
/18
07 Usabili
ty risk
High Mode
rately
likely
Negli
gible
Hig
h
Miti
gatio
n
Evalua
tion of
outco
mes as
per
require
ments
Develo
per
22/11
/18
25/11
/18
08 Organi
zationa
l risk
High Unlik
ely
Margi
nal
Me
diu
m
Tran
sfere
nce
Proper
determ
ination
of the
organiz
ational
goals
and
objecti
ves
Trainer
s
24/11
/18
26/11
/18
09 Project
team
risk
Medi
um
Mode
rately
likely
Margi
nal
Low Miti
gatio
n
Conflic
t
resolu
tion
metho
ds
Project
Manage
r
22/09
/18
23/09
/18
10 Strateg Low Unlik Negli Low Mon Identifi Steerin 25/09 26/09

ic risk ely gible itor
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Appendices
1. Cash Flow for the project
2. Resource Overview for the project