Frog Creek Walk-in Clinic

 

 

6x (By prof Paola G)

Due Date : October 8th, 2023, 11.30 pm

 

 

Project Assignment Description & Instructions

This assignment is intended to expand your understanding of BPM and to provide you a foundation in the Information Technology Business Value (ITBV) framework.

To complete this assignment, it is recommended that you:

·         Review the ITBV framework document for guidance on how to identify the issues in the business process and how you will improve them.

·         Review the BPMN material and IT infrastructure material provided in class.

 

Background

A walk-in clinic is a medical facility that provides healthcare services to patients without requiring them to schedule an appointment in advance. These clinics offer a range of medical services, including basic consultations, minor injury treatment, vaccinations, diagnostic tests, and prescription medication.

 

In Nova Scotia, patients visiting walk-in clinics experience longer wait times compared to previous years. Recent data from Medimap, a Canadian tech company, reveals that the average waiting time to see a doctor at a walk-in clinic in Nova Scotia is approximately 83 minutes, which is 39 minutes longer than in 2021. This extended waiting time indicates a need for process improvements. Furthermore, the growing population of the province highlights the importance of taking agile steps to enhance the efficiency of walk-in clinic processes. High patient volumes often result in bottlenecks and prolonged waiting times.

 

Frog Creek Walk-in Clinic is a popular clinic in the region, please refer to Appendix A on page 3 of this document for a detailed description of the business process of patient admission and consultation at this clinic.

 

Instructions

The Frog Creek Walk-in Clinic recognizes the need to enhance the patient’s experience and operational efficiency through the implementation of digital IT solutions. Assume you have been engaged by this clinic to conduct a business process analysis where you need to model the process using BPM modeling techniques, identify the issues/deficiencies in the process and propose solutions to streamline and improve the process. The submitted document must consist of three (3) parts:

1.      Process analysis showing the “As Is” process map based on the information provided to you in Appendix A. (Maximum length is 1 page)

 

 

 

2.      Identify two issues that you have found in the “As Is” map and discuss why they are a problem, and how you would address those issues. Please refer to the ITBV Step #2 - 6 for suggested steps on how to address this part. For example, as part of this discussion:

·         Explain and justify why you believe that each of the two issues that you identified need to be addressed by the organization.

·         Describe the modifications or re-design you are proposing by identifying specific activities and information flows that would be added or eliminated from the “As Is” process model. Do not draw a new “To Be” process model. Just write your answers. (Maximum length is 2 pages)

 

3.      Conduct an online search of two software application vendors that you believe would offer a solution to address the two issues you identified. Be sure to fully explain why these software applications would address the two issues you identified by giving a brief overview of both solutions, provide pros and cons for each (minimum 3 pros and 3 cons for each), and then provide a supported recommendation on which application the walk-in clinic should go with and why (Maximum length is 1 page).

 

Assignment Due Date and Format

•          The report is due on Sunday October 8^th. This assignment can be done in groups of TWO students or individually. That is, you could work with a classmate. Please make sure you write both names. This information will be verified. All submissions will be checked for plagiarism.

•          Submit your documents in PDF files. You can either create one single file in PDF or submit two PDF files (one with your process model and one with your written report).

•          The report should be well written, typed (11-point font Times-Roman, single-spaced), and should be equivalent in quality to a report that you write for a manager. Your report will have a total of 4 pages without references. You can add an extra page for references if needed or use footnotes for references.

•          The use of tables and bullet lists within the report is acceptable (subject to the previous sentence). That is, your bullet points should convey a clear message.

•          You must use headings/sub-headings and a structure that is clear to the reader which part of the report addresses which of the three (3) specific requirements outlined above.

•          Refer to the rubric at the end of this document as a guidance when preparing this report.

 

Appendix 1

Scenario: Patient Admission Process at Frog Creek Walk-in Clinic

The process starts when a patient arrives at the walk-in and approaches to the receptionist for check-in. The receptionist requests the patient’s healthcare card and identification documents and provides the patient with a registration form to complete. While the patient fills out the registration form, the receptionist enters initial information into the system. Once the form is completed, the receptionist verifies the completeness and accuracy of the form, ensuring all required fields are properly filled. The receptionist then registers the patient’s visit in the system and assigns a waiting number to the patient.

A triage nurse calls the patient’s name and escorts them to an examination room where an initial medical assessment is conducted (e.g., vital signals). If the case is determined to be an emergency, the nurse arranges for immediate transfer to a hospital. If it is not an emergency, the nurse collects additional medical history and prepares a concise report for the on-call doctor. The nurse directs the patient back to the waiting area to await their turn to be called by the on-call doctor. The waiting time may vary depending on the clinic’s patient load and the availability of doctors (with an average waiting time of 1 hour).

The on-call doctor reviews the nurse’s report and calls the patient into an examination room. The doctor proceeds with a comprehensive examination and assessment of the patient’s condition. Based on the assessment, the doctor provides a diagnosis and determines the appropriate next steps. This may include referring to the patient to a specialist for further assessment, issuing a prescription, ordering lab testing. The doctor then concludes the visit and provide necessary instructions to the patient. The doctor returns the patient’s file to the receptionist, marking the patient as discharged. At the end of each day, the receptionist collects the files and securely archives them in a designated storage area.  

 

Appendix B: Rubric for Assignment #1 "ITBV in Practice Criterion	Level 0		Level 1	Level 2	Level 3		Points
Novice		Intermediate		Proficient		Advanced
Part 1. Process Map (ITBV step #1)	Incorrect and unsupported BPMN notation and lack of organization		Some BPMN notation is correct but 50% or more critical steps of the process are left out	Accurate notation presented comfortably, and critical steps/information (is) are presented. The model follows a logical and clear sequence. A few issues with labeling and use of events.	Thorough and deep understanding of the BPMN techniques learned in class and beyond. All steps/information (is) are presented accurately.		4
Part 2. Case Analysis (ITBV step #2-6)	Major issues were not identified and/or supported (ITBV framework has not been followed)		Some important issues were identified but not thoroughly supported with steps identified in the BPM model and the guidance from the ITBV framework	Substantially addresses important issues but failed to provide clear justification on how to address them. There is a lack of alignment between the issues and the objectives of the organization.	Substantially addresses important themese/concepts mentioned in the ITBV framework, and problems are clearly identified and justified. The re-design proposal is creative and well-presented.		3.5
Technology Briefing	No IT solution was identified or described/ IT solution is not relevant to the case		One good IT solution was identified and supported, missing one or very weak	Two IT solutions are included but is somewhat poorly organized or lack of support	Two IT solutions and recommendations are included and clearly presented.		2
Final Recommendation	No Final recommendation		The final recommendation poorly meets the needs of the improvement	The Final recommendation includes good points but lack of coherence with the redesign proposed	A well-supported recommendation that includes critical points in the business case (objectives and needs). Well-written for a high level executives		0.5
Total				10