Aaron Lim

Linking patient records for Best Health Booking appointments

Outcomes

  • A workflow is now available to link a BHB appointment to an existing patient record

 

  • Practices can now identify appointments that don’t have a patient matched

 

  • The modal designed has been utilised in other features as well, extending its reusability.

Timelines

  • April 2024 - June 2024
    • Designs and reviews
  • July 2024 - October 2024
    • Development and testing
  • February 2025
    • Beta testing
  • July 2025
    • Public release

Role

  • Product designer

Context

Best Health Booking (BHB) is our appointment booking platform that integrates with our cloud practice management system, Omni.

 

There was an issue with a workflow for patients that were booking at a practice through BHB for the first time. These appointments would be booked with no patient linked to them and the practice could only create a new patient each time this occurred. There was no flow for them to search and link their booking and account to an existing patient record in their database.

 

The aim of this work was to develop a workflow and designs that would allow a patient to link up these ‘unmatched patients’ and avoid having duplicate patient records that they would have to clean up later on.

Analysis and design

From the brief, the design needed to easily allow users to review matches, search for patients or create a new one (hopefully all from one location). There would be perks if some automation was in place to reduce the number of clicks for a user.

 

There were two main modal designs explored

  • One was looking at reusing an existing patient merge modal
  • Another option explored would create an altered version of the waiting list modal

 

Review was conducted by the product team to gather feedback and the key things that drove us to the second design was:

  • A better layout of presenting the various patient details.
  • More records could also be shown and also easily reviewed through grids.
  • Adding in pivot tabs allowed a clear differentiation in the matching option being selected by the user and allow them to remain within the same modal

Left ideation follows the existing patient merge modal layout. Right design follows the waiting list modal design.

What we released

Appointment slot icons and menu items

A red ‘patient search’ icon was added to the appointment slots to make it more obvious to the user that the appointment had an unmatched patient.

 

Previously there was no easy indication this and would rely on the users picking up and appointment called ‘Appointment’ with patient details included in the comment.

 

From the menus presented after left or right clicking the appointment, a ‘Review unmatched patient’ button also calls them into the workflow to review the unmatched patient.

Patient matching module

A red ‘patient search’ icon was added to the appointment slots to make it more obvious to the user that the appointment had an unmatched patient.

 

Previously there was no easy indication this and would rely on the users picking up and appointment called ‘Appointment’ with patient details included in the comment.

 

From the menus presented on left or right clicking the appointment, a button also calls them into the workflow to review the unmatched patient.

Patient search

User can opt to create a new patient from the modal if required. When selected the new patient modal will be pre-populated with the details already available from the booking (first name, last name, date of birth and sex)

 

This reduces manual entry from the users and also potentially errors that may occur. It provides enough initial data for them to save the new patient straight away. On saving it automatically links the new patient record to the appointment

Creating a new patient

User can opt to create a new patient from the modal if required. When selected the new patient modal will be pre-populated with the details already available from the booking (first name, last name, date of birth and sex)

 

This reduces manual entry from the users and also potentially errors that may occur. It provides enough initial data for them to save the new patient straight away. On saving it automatically links the new patient record to the appointment

Conclusion

Involving development teams early:

 

I saw the importance of bringing development along on the journey early in the piece.

 

Through showing them what we were looking to achieve it allowed us to refine certain aspects highlighted and also get them thinking about the technical requirements to make it possible.

 

Data was going between two platforms and ensuring matching was done, and records were created in the right place was a large chunk of the work needed.

Future thinking:

 

It is important to consider future use cases for a design or solution.

 

Is what I am creating fully or even partially reusable in other areas of the platform in future to help create a familiar ecosystem for the user?

Gratitude:

 

This was my first project when I stepped officially into the product designer role. I appreciated the guidance and feedback from designers and product managers as I got familiar with the systems.

Aaron Lim

Linking patient records for Best Health Booking appointments

Outcomes

  • A workflow is now available to link a BHB appointment to an existing patient record

 

  • Practices can now identify appointments that don’t have a patient matched

 

  • The modal designed has been utilised in other features as well, extending its reusability.

Timelines

  • April 2024 - June 2024
    • Designs and reviews
  • July 2024 - October 2024
    • Development and testing
  • February 2025
    • Beta testing
  • July 2025
    • Public release

Role

  • Product designer

Context

Best Health Booking (BHB) is our appointment booking platform that integrates with our cloud practice management system, Omni.

 

There was an issue with a workflow for patients that were booking at a practice through BHB for the first time. These appointments would be booked with no patient linked to them and the practice could only create a new patient each time this occurred. There was no flow for them to search and link their booking and account to an existing patient record in their database.

 

The aim of this work was to develop a workflow and designs that would allow a patient to link up these ‘unmatched patients’ and avoid having duplicate patient records that they would have to clean up later on.

Analysis and design

From the brief, the design needed to easily allow users to review matches, search for patients or create a new one (hopefully all from one location). There would be perks if some automation was in place to reduce the number of clicks for a user.

 

There were two main modal designs explored

  • One was looking at reusing an existing patient merge modal
  • Another option explored would create an altered version of the waiting list modal

 

Review was conducted by the product team to gather feedback and the key things that drove us to the second design was:

  • A better layout of presenting the various patient details.
  • More records could also be shown and also easily reviewed through grids.
  • Adding in pivot tabs allowed a clear differentiation in the matching option being selected by the user and allow them to remain within the same modal

Left ideation follows the existing patient merge modal layout. Right design follows the waiting list modal design.

What we released

Appointment slot icons and menu items

A red ‘patient search’ icon was added to the appointment slots to make it more obvious to the user that the appointment had an unmatched patient.

 

Previously there was no easy indication this and would rely on the users picking up and appointment called ‘Appointment’ with patient details included in the comment.

 

From the menus presented after left or right clicking the appointment, a ‘Review unmatched patient’ button also calls them into the workflow to review the unmatched patient.

Patient matching module

A red ‘patient search’ icon was added to the appointment slots to make it more obvious to the user that the appointment had an unmatched patient.

 

Previously there was no easy indication this and would rely on the users picking up and appointment called ‘Appointment’ with patient details included in the comment.

 

From the menus presented on left or right clicking the appointment, a button also calls them into the workflow to review the unmatched patient.

Patient search

User can opt to create a new patient from the modal if required. When selected the new patient modal will be pre-populated with the details already available from the booking (first name, last name, date of birth and sex)

 

This reduces manual entry from the users and also potentially errors that may occur. It provides enough initial data for them to save the new patient straight away. On saving it automatically links the new patient record to the appointment

Creating a new patient

User can opt to create a new patient from the modal if required. When selected the new patient modal will be pre-populated with the details already available from the booking (first name, last name, date of birth and sex)

 

This reduces manual entry from the users and also potentially errors that may occur. It provides enough initial data for them to save the new patient straight away. On saving it automatically links the new patient record to the appointment

Conclusion

Involving development teams early:

 

I saw the importance of bringing development along on the journey early in the piece.

 

Through showing them what we were looking to achieve it allowed us to refine certain aspects highlighted and also get them thinking about the technical requirements to make it possible.

 

Data was going between two platforms and ensuring matching was done, and records were created in the right place was a large chunk of the work needed.

Future thinking:

 

It is important to consider future use cases for a design or solution.

 

Is what I am creating fully or even partially reusable in other areas of the platform in future to help create a familiar ecosystem for the user?

Gratitude:

 

This was my first project when I stepped officially into the product designer role. I appreciated the guidance and feedback from designers and product managers as I got familiar with the systems.

Aaron Lim

Linking patient records for Best Health Booking appointments

Outcomes

  • A workflow is now available to link a BHB appointment to an existing patient record in their database or create a new patient if required

 

  • Practices can now identify appointments that don’t have a patient matched when viewing their address book

 

  • The modal designed has been utilised in other features as well, extending its reusability.

Timelines

  • April 2024 - June 2024
    • Designs and reviews
  • July 2024 - October 2024
    • Development and testing
  • February 2025
    • Beta testing
  • July 2025
    • Public release

Role

  • Product designer

Context

Best Health Booking (BHB) is our appointment booking platform that integrates with our cloud practice management system, Omni.

 

There was an issue with a workflow for patients that were booking at a practice through BHB for the first time. These appointments would be booked with no patient linked to them and the practice could only create a new patient each time this occurred. There was no flow for them to search and link their booking and account to an existing patient record in their database.

 

The aim of this work was to develop a workflow and designs that would allow a patient to link up these ‘unmatched patients’ and avoid having duplicate patient records that they would have to clean up later on.

Left ideation follows the existing patient merge modal layout. Right design follows the waiting list modal design.

Analysis and design

From the brief, the design needed to easily allow users to review matches, search for patients or create a new one (hopefully all from one location). There would be perks if some automation was in place to reduce the number of clicks for a user.

 

There were two main modal designs explored

  • One was looking at reusing an existing patient merge modal
  • Another option explored would create an altered version of the waiting list modal

 

Review was conducted by the product team to gather feedback and the key things that drove us to the second design was:

  • A better layout of presenting the various patient details.
  • More records could also be shown and also easily reviewed through grids.
  • Adding in pivot tabs allowed a clear differentiation in the matching option being selected by the user and allow them to remain within the same modal

What we released

Appointment slot icons and menu items

A red ‘patient search’ icon was added to the appointment slots to make it more obvious to the user that the appointment had an unmatched patient.

 

Previously there was no easy indication this and would rely on the users picking up and appointment called ‘Appointment’ with patient details included in the comment.

 

From the menus presented after left or right clicking the appointment, a ‘Review unmatched patient’ button also calls them into the workflow to review the unmatched patient.

Patient matching module

A red ‘patient search’ icon was added to the appointment slots to make it more obvious to the user that the appointment had an unmatched patient.

 

Previously there was no easy indication this and would rely on the users picking up and appointment called ‘Appointment’ with patient details included in the comment.

 

From the menus presented on left or right clicking the appointment, a button also calls them into the workflow to review the unmatched patient.

Patient search

User can opt to create a new patient from the modal if required. When selected the new patient modal will be pre-populated with the details already available from the booking (first name, last name, date of birth and sex)

 

This reduces manual entry from the users and also potentially errors that may occur. It provides enough initial data for them to save the new patient straight away. On saving it automatically links the new patient record to the appointment

Creating a new patient

User can opt to create a new patient from the modal if required. When selected the new patient modal will be pre-populated with the details already available from the booking (first name, last name, date of birth and sex)

 

This reduces manual entry from the users and also potentially errors that may occur. It provides enough initial data for them to save the new patient straight away. On saving it automatically links the new patient record to the appointment

Conclusion

Involving development teams early:

 

I saw the importance of bringing development along on the journey early in the piece.

 

Through showing them what we were looking to achieve it allowed us to refine certain aspects highlighted and also get them thinking about the technical requirements to make it possible.

 

Data was going between two platforms and ensuring matching was done, and records were created in the right place was a large chunk of the work needed.

Future thinking:

 

It is important to consider future use cases for a design or solution.

 

Is what I am creating fully or even partially reusable in other areas of the platform in future to help create a familiar ecosystem for the user?

Gratitude:

 

This was my first project when I stepped officially into the product designer role. I appreciated the guidance and feedback from designers and product managers as I got familiar with the systems.