Clover GP Practice: Work Based Project on Online Appointment System

This project report examines the implementation of an online appointment system at Clover GP practice to address issues such as high patient waiting times and insufficient staffing. The project, initiated to improve patient service management, involves a detailed analysis of project management practices, including risk assessment (financial and technological), and the potential resistance from patients. The report outlines the importance of an efficient reporting process, monitoring, and managing the service, and includes a budget breakdown for the project. It also covers testing and implementation deliverables, feedback mechanisms, and recommendations for successful project execution. The report concludes by emphasizing the benefits of an online system for streamlining services and improving patient satisfaction. It also identifies the need for regular updates and adaptation to ensure long-term success and financial viability.

Work Based Project

Table of Contents
INTRODUCTION...........................................................................................................................1
LO 3.................................................................................................................................................1
LO 4.................................................................................................................................................4
RECOMMENDATIONS.................................................................................................................5
CONCLUSION................................................................................................................................5
REFERCENES................................................................................................................................6

INTRODUCTION
A business plan or project is a written description that defines all the activities that needs
to be done to accomplish a particular project. A new project that is initiated by organisation helps
in resolving various issues that are faced to perform day-to-day operations. In this project report
a new work based project is initiated by Clover GP practices. This organisation is providing
health and social care services to large number of patients and facing major issues like high
waiting time and no appropriate number of doctors to check patients (Bertels, Koen and Elsum,
2015). To resolve this issue GP practices is interested in developing a online system that helps to
resolve all the issue for management of patients.
LO 3
Project management practices is initiated in GP practices by an organisation named as
Clover. In this organisation 11 general practitioners with three nurses are serving approximately
1000 registered patients. Number of patients for organisation is already high and its keeps on
increasing. GP's and nurses are quiet insufficient to serve large number of patients and major
issue of high waiting is created in organisation for patients. To over come the situation a new
project which will leads to provide online services to consumers to manage their appointment
schedule. A online site is developed that specifically design to schedule appointments of patients.
This will help in managing time of patients by providing them a particular time period for their
consult (Davies and Brady, 2016). Implementation of this new project will come up with various
risk and issues that are as-
Risk related to project:
Financial risk: As implementation of any new project requires investment of business
finances. Developing an online system for appointment will involve a huge amount of
investment at initial stage and its proper maintenance will enhance operating cost. When project
results in failure then huge amount of loss will be suffered by Clover organisation.
Technological risk: Online services totally depends on technology and during the time
when system is under maintenance then it will not help organisation to deal with the issue.
Technology keeps on modifying and these modification when not implemented then online
system will become absolute and poor results will be provided.
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Resistance of patients: A new online system is introduced to book appointments when
patients are incompetent to use online booking system then results of this new project will not be
as productive as it is desired.
Issues in relation to introducing a online booking of appointment are as-
 Communication for scheduling takes place among patients and interface and during
emergency this system lacks scheduling (Engelbrecht, Johnston and Hooper, 2017).
 Poor server leads to slow down the website and patients are not able to take appointment
from doctors.
 When system do not work properly then it can overlap scheduling that may results in
conflicts among patients.
 When old age persons do not use this online booking system it become difficult for
Clover organisation to manage their old patients.
 Patients who do not find online booking a suitable process may shift to other organisation
and that will ultimately hampers finances for business.
 Price charged for services will become due to this new project venture and may leads to
minimise in number of patients (Hjelmbrekke, Klakegg and Lohne, 2017).
Importance of an efficient and effective reporting process:
Clover organisation is serving large number of patients and due to non availability of
sufficient staff for patients average waiting time for patients is very high. When online system is
introduced for booking appointments to doctors then patients will be provided with time to see
doctor and services will be provided to the. A reporting process in an organisation helps in
checking how well organisation is serving towards achievement of objectives. An efficient and
effective reporting system helps in minimising various loop holes and providing services in best
manner.
Monitoring and managing process:
The process of providing services by Clover organisation is monitored by managers so
that each activity can be achieved as per planes. Monitoring organisational activities leads to
minimise any default and various issues that may results in failure are resolved on the spot
(Kannisto, 2017). Clover organisation by monitoring its service providing system identifies that
there all the patients are not attended in the provided time space and that leads to high waiting
time for patients. Monitoring system helps in early identification of issues involved in business
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and a system is designed to resolve the issue. When any problem is identified initially it becomes
easy to resolve them and losses caused because of the issue is minimised. Managing all the
process on well defined system helps in attaining business objectives and serving patients in best
manner.
Financial And Non- Financial Risk:
Financial risk involves risk that may results in losses in terms of money. Various
financial risk associated with implementing online system are as-
Liquidity Risk: A sufficient amount of money is invested in new project of online
services and that minimises liquidity of business (Nicholas and Steyn, 2017). Funds required to
manage day-to-day operations in business may get concentrated and it leads to liquidity risk for
Clover.
Other Risk: When huge amount is invested to being the new project then failure of the
project may risk into financial condition of business. In long run if this online system for
appointment do not survive then financial crises gets generated.
Non-Financial Risk: These are the risk that arises form sources outside the financial
markets. Such as environment, community, suppliers and consumers.
Non financial risk that is associated to Clover organisation is that when the new method
of providing service is not adopted by consumers then it may leads to failure of the project. This
failure will not help in resolving issues that are related to waiting time of employees. Patients
while suffering with huge waiting time period may shift to other organisation and goodwill of
organisation and scale of operations will get minimised.
Process for regular updating of the project and budget:
To regular update the project several stages are designed. Such as completion of
designing of project is updated so that preparation can be done for its implementation. Process of
implementation will be established and a group will be selected to check viability of the project.
When positive results are received then it is reported to implement at mass stage and attain
desired results. In case when any variations then it is reported to solve the issue.
Budget for the project is made and managers of the project in Clover organisation needs
to perform all the activities in budget.
Basis Estimated cost
Material cost 10,000$
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Equipment cost 15,000$
Service cost 10,000$
Software and hardware cost 20,000$
Contingency cost 15,000$
Facility cost 10,000$
Total cost 80,000$
LO 4
Testing and Implementing Deliverables-
When the project is found suitable then it is implemented completely after completion of
the project tests are conducted. These tests will help in identifying the variations among actual
and desired results. Identification of variations as a results of test will help in minimising the
variations and attain set objectives through implementing deliverables.
When outcomes are evaluated against project definition the variation and reason for the
same is noted. This helps in providing scope for development and guidance for future is based on
past performance of Clover organisation. Any loop hole in new online system implemented by
Clover organisation is identified and appropriate actions are taken so that negative effect can be
minimised.
Project Report:
Project that is undertaken by Clover organisation for implementing online services of
appointment helps in understanding the whole scenario of undertaking a new business system.
Through this project issues that business is facing is identified and different methods to resolve
the same is introduced. All the methods are checked on viability on the basis of finances,
technology and availability of other resources. Most suitable project is undertaken by creating a
blue print of all the activities performed under this project. Activities with budget and time
period is assigned and all the work is allotted into different groups. All of them work hard and
results are recorded (Sousa and Rocha, 2019). Any problem that arises at the time of
implementation is resolved by applying recommended solutions. A check is maintained on all the
activities so that online system is maintained properly in business to help patients by minimising
their waiting period.
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Feedback of Consumers: A set of registered consumers are provided with this new
online services to check viability of the system. These consumers will used online services
necessary to check the system and after that period they will provide their opinion regarding this
new system and can make some suggestions for improvement.
Feedback of General Practitioners: Those who are serving large number of patients are
asked about how this process is helping them. Implementation of this process helps them in
rising their efficiency and other actions that can be taken for gaining best results.
Project Manager: All the actions that are taken by project managers to achieve business
objectives is recorded. Results that are achieved through actions and variations are available to
project manager. Manager will provide all the information regarding how business is taking steps
towards success.
RECOMMENDATIONS
It is recommended to managers of Clover organisation that while implementing new
project whole scenario is considered. Requirement of the new system and steps that will be taken
to implement this will be checked so that no hurdle is created. All the activities are checked on
the basis of their plan and actual performance. Steps that are required so that variations can be
minimised. Budgets that are prepared must needs to consider variation factor due to change in
environmental conditions. Before implementation of a new project its viability, budget, time
duration must be considered for best results.
CONCLUSION
From the above project report it has been identified that evert organisation needs to
resolve issue that arises in its day to day operations. To solve the issue new system can be
implemented which is technical and easy for consumers. Implementing a new system in business
needs to be in such manner that it facilitates managers and consumers to simplify the process.
Through implementing new online system patients will be facilitated with minimum waiting time
and also services provided by GP's and nurses will be efficient and effective.
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REFERCENES
Books and Journals
Bertels, H. M., Koen, P. A. and Elsum, I., 2015. Business models outside the core: Lessons
learned from success and failure. Research-Technology Management. 58(2). pp.20-29.
Davies, A. and Brady, T., 2016. Explicating the dynamics of project capabilities. International
Journal of Project Management. 34(2). pp.314-327.
Engelbrecht, J., Johnston, K. A. and Hooper, V., 2017. The influence of business managers' IT
competence on IT project success. International journal of project management. 35(6).
pp.994-1005.
Hjelmbrekke, H., Klakegg, O. J. and Lohne, J., 2017. Governing value creation in construction
project: a new model. International Journal of Managing Projects in Business. 10(1).
pp.60-83.
Kannisto, P., 2017. Sharing for profit: A new business model?. Annals of Tourism Research. 66.
pp.206-208.
Nicholas, J. M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Sousa, M. J. and Rocha, Á., 2019. Skills for disruptive digital business. Journal of Business
Research. 94. pp.257-263.
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