Project Management Report: Improving AAA Family Practice Efficiency

This report details a project management initiative for AAA Family Practice, a medical practice aiming to improve its operational efficiency. The project focuses on implementing a practice management system to address issues such as inefficient work processes, inaccurate patient records, and ineffective appointment scheduling. The report outlines the project's objectives, which include enhancing medical service delivery and increasing profitability. It defines the project's scope, covering various aspects of the practice's operations, and sets forth constraints and assumptions, including budget limitations. The report also identifies key stakeholders, including managers, doctors, nurses, and patients. It further describes the project approach, emphasizing the importance of a systematic implementation strategy encompassing requirement analysis, system design, implementation, testing, deployment, and maintenance. The recommended approach involves the adoption of a practice management system to streamline patient care, improve record-keeping, and optimize billing processes. The report concludes by outlining the project management team structure and defining the roles of key personnel, such as the practice owner, senior supplier, and practice manager.

Project management

Table of Contents
Project Definition....................................................................................................................3
Background............................................................................................................................. 3
Project Objectives................................................................................................................... 4
Desired Outcomes.................................................................................................................. 4
Project Scope and Exclusions..................................................................................................4
Constraints and Assumptions................................................................................................. 4
User(s) and any other known interested parties....................................................................5
Interfaces................................................................................................................................ 5
Project Approach.................................................................................................................... 5
Purpose................................................................................................................................... 6
Project Approach Description.................................................................................................6
Recommendation Approach...................................................................................................6
Reason for the Recommended Approach...............................................................................7
Project Management Team Structure.....................................................................................7
Role Descriptions.................................................................................................................... 7
References ............................................................................................................................. 8

Project Definition
Project is the assignment which is given by the organization in order to improve the system. Projects are
decided by the manager of the organization who takes effective business decision and make it
profitable. Such as this projects is about implementing the practice management system that will help to
solve the patient and staff's problem (Costantino, Gravio and Nonino, 2015). Every organization
should adopt an effective management system and approach that helps to overcome the issues by
maintaining profitability.
Background
AAA Family practice is a medical practice which was established before 3 years in order to provide
medical care in a newly developed commercial and residential area. This was started with two doctors, a
nurse, an assistant and an administrative assistant. This organization maintain the records through
manually and systematically. During the working years, the patients base has grown as residential and
commercial development area. As result it has appointed two new doctors, a new nurse and a new
doctor's assistant to supports new doctors. The management has decided to complete the AAA practice
project within 6 months which was started from planning to implementation. For starting this project
owner has allocated a budget of $100,000 which helps to solve problems (Drury-Grogan, 2014).
Project Objectives
The main object of this project is to understand the value of AAA Family practice who has implemented
project management system in newly developed area. It has decided its goal is to provide medical
services to patients and give satisfaction in order to complete the objectives. The object of this project is
to state about AAA Family practice and how it provide medical health services to clients. Additionally,
object is to complete the project within 6 month and under a $100,000 as budget.
Desired Outcomes
To implement the Practice management system efficiently and effectively in newly developed
area. Moreover, increase the capacity of medical organization in order to increase profitability. It has
supposed that company will get return back more than allocated amount (El Sayed, 2012).
Project Scope and Exclusions
This is wider projects that help to understand the value of medical services. It states that how
AAA Family practice has started a small size of business and now it has grown by providing number of
services. This report will covered different topics such as project approach, system which is used to
maintain the records, technology that help to run a business, roles and responsibilities of AAA Family
practice who provides best health care services (Galvagno and et.al., 2012).

Constraints and Assumptions
Assumptions: Practice management system system will be more profitable and effective by
providing number of services. This system will maintain properly records of patients and what services
provided them.
Constraints: It may be out of budget because budget are based on assumptions which is not
actual. There may be require additional sources such as doctors, nurses, ward boy, electronic machines
to check up etc. MOREOEVR, It may be costly to implement the practice management system that help
to maintain the records (Greiman, 2013).
User(s) and any other known interested parties
The manager has responsibility for organizing and implement the practice management system
for overcoming the issues. In this organization has number of parties such as doctors, patients, staff
nurses, doctor's assistant and other staff who gets and provides services in order to provide satisfaction.
It also can includes other parties who interested in AAA family practice such as pharmaceuticals,
biotechnology , equipment distribution, managed health care and facilities who provides medical health
care services to patients (Mkrttchian and Stephanova, 2013).
Interfaces
This involves integration of different group's activities across project interface. It help to maintain the
quality of products and services. Such as the manager of AAA practices need to follow the system
management that help to keep records of day to day operation, product sale and accounts. As it involves
group of doctors and nurses who provide number of services to patients. This system will help to make
appointments, reminders, patient records. Clinical records, accounts and billing reports and increases
the productivity.
Project Approach
Project approach is the set of strategies which help to get information deeply and suggest which
approach should use in order to eliminating the problems. In other words, project approach help AAA
Practice to identify the project, expected outcomes, players who run the project and time line for a
project. The managers take decision what action should be take in order to implement the system
(Popaitoon and Siengthai, 2014). In given scenario patients and staff are facing number of problems
such as:
 Inefficient work process
 Use waiting time for patients
 Inaccurate and appropriate patient and clinical records.

 Doctor's time not being used effectively for appointment booking
 Not proper billing processes
 Incorrect issues of billing
Purpose
The main purpose of this organization is to implement the Practice management system in order
to solve the patients problems. By maintaining this system managers can work effectively, will be able to
maintain patient and clinical records. Additionally, its purpose is to maintain the quality of medical
services that will helps to attract the patients and staff (Saunders and Lewis, 2012).
Project Approach Description
AAA practices system management approach that help to implement the practice management system.
Moreover, this approach suggest what action should be taken in order to use this system effectively. It
follows different phases such as-
Requirement analysis: During this stage the management of AAA Practice gets the detailed
requirement of software system to be developed are collect information from patients. In order words,
the manager can get requirement to apply system management system for solving the problems.
System design: The management of AAA Practice prepares a design which states how to
implement the system through a structure.
Implementation: After making structure, the next phase is to implement the system and make it
effective. AAA Practice's managers implement the system that help to understand what improvements
needed (Söderlund and Maylor, 2012).
System Testing: In this stage, AAA practice's managers test the system software to verify that it
is built according to specification given by patients and staff. Such as they get information about solving
problems of patients and staff which is needed.
System Deployment: In this phase managers seeks that is system properly used or not. It help to
move a product or services from a temporary or development phase in order to state permanent or
desired state.
System Maintenance: This phase state that system is ready to use or not. Moreover, it defines
changes requirement according to patients and employees. The managers get changes information and
brings changes in order to run system effectively (Xu and et.al., 2014.).

Recommendation Approach
From above mentioned approach it has been recommended that Practice system approach will
help to apply the Practice management system which will help to solve patient's and staff problem. This
is best way to make practice management easier and more effective. By applying this system manager
could focuses on patient's demand and employee's need and will try to give satisfaction (Vanhoucke,
2014).
Reason for the Recommended Approach
AAA practices should follow practice management approach because it will help to keep records
of patients, coding, billing process, tracking payer response, proper communication with patients,
documenting clinical activity, booking doctors appointment, increasing product sale, issue correct
invoices and efficient stock purchasing and monitoring of stock level that will helps to create a customer
loyalty. Additionally, this approach will increase the efficiency of medical services by providing good
services. The manager need to communicate with patients and shares problems so manager can make
improvement (Wells, 2012).
Project Management Team Structure
Executive – Practice Owner, Alicia Paterson.
Senior Supplier – Contract IT firm specialising in developing Practice Management
Systems.
Senior User – Practise Manager, John Chatman.
Project Manager
Team Manager(s)
Role Descriptions
Practice Owner, Alicia Paterson will handle the all operating activity and will check the performance of
appointed doctors, nurses and staff.
Senior supplier- it will keep records of patients through applying practice management system.

John Chatman who is a senior manager will main billing process and will issue correct invoices.
Team manager will review the performance and will provide a support for implementing the system in
order to solve problems.

References
Books and Journal
Costantino, F., Di Gravio, G. and Nonino, F., 2015. Project selection in project portfolio
management: An artificial neural network model based on critical success
factors. International Journal of Project Management. 33(8). pp.1744-1754.
Drury-Grogan, M. L., 2014. Performance on agile teams: Relating iteration objectives and
critical decisions to project management success factors. Information and Software
Technology. 56(5). pp.506-515.
El Sayed, M. J., 2012. Measuring quality in emergency medical services: a review of clinical
performance indicators. Emergency medicine international. 2012.
Galvagno, S. M., and et.al., 2012. Association between helicopter vs ground emergency medical
services and survival for adults with major trauma. Jama. 307(15). pp.1602-1610.
Greiman, V. A., 2013. Megaproject management: Lessons on risk and project management from
the Big Dig. John Wiley & Sons.
Mkrttchian, V. and Stephanova, G., 2013. Training of avatar moderator in sliding mode control
environment for virtual project management. In Project management approaches for
online learning design (pp. 175-203). IGI Global.
Popaitoon, S. and Siengthai, S., 2014. The moderating effect of human resource management
practices on the relationship between knowledge absorptive capacity and project
performance in project-oriented companies. International Journal of Project
Management. 32(6). pp.908-920.
Saunders, M. N. and Lewis, P., 2012. Doing research in business & management: An essential
guide to planning your project. Pearson.
Söderlund, J. and Maylor, H., 2012. Project management scholarship: Relevance, impact and
five integrative challenges for business and management schools. International Journal
of Project Management. 30(6). pp.686-696.
Vanhoucke, M., 2014. Integrated Project Management and Control. Springer. Doi. 10. pp.978-3.
Wells, H., 2012. How effective are project management methodologies? An explorative
evaluation of their benefits in practice. Project Management Journal. 43(6). pp.43-58.
Xu, B., and et.al., 2014. Ubiquitous data accessing method in IoT-based information system for
emergency medical services. IEEE Transactions on Industrial informatics. 10(2).
pp.1578-1586.

Costantino, F., Di Gravio, G. and Nonino, F., 2015.Drury-Grogan, M. L., 2014El Sayed, M. J.,
2012.Galvagno, S.M., and et.al., 2012.Greiman, V. A., 2013.Mkrttchian, V. and
Stephanova, G., 2013Popaitoon, S. and Siengthai, S., 2014Saunders, M. N. and Lewis,
P., 2012Söderlund, J. and Maylor, H., 2012.Vanhoucke, M., 2014Wells, H., 2012. Xu,
B., and et.al., 2014.