Customer Visit Management Systems

Client’s project background:

A company was currently investing significant time and resources into daily scheduling for over 600 users, with expectations of further staff and client increases in the future. To streamline operations and reduce manpower-intensive tasks, the company wanted to implement a comprehensive visitation and attendance management system.

Currently, scheduling tasks are managed using a combination of Excel sheets, Google Calendar, Lineworks, and manual coordination for home nursing and rehabilitation services. The reliance on these manual processes has become cumbersome and inefficient.

The primary motivations for implementing this change include enhancing visitor and user convenience while accommodating the anticipated influx of new users. Currently, all scheduling changes are managed manually by the manager, typically initiated by communication from users or care managers.

Moving forward, the company aimed to handle all scheduling and attendance management tasks within the system itself. This will not only improve efficiency but also ensure a seamless response to changes, both internal and external to the company.

Our Solution:

The solution we propose for the aforementioned challenge is a sophisticated web-based system designed to streamline the scheduling and management of nursing/rehab visit plans. This comprehensive solution caters to the needs of administrators, visitors (nursing and rehab), as well as care managers external to the company.

Through this system, administrators or visitors can easily input visit plans and submit applications, which automatically generate draft schedules. These schedules undergo finalization upon approval by the manager. Additionally, care managers have the capability to view available visit slots, register new users, and make schedule adjustments for existing users.

Moreover, the system incorporates functions for attendance management and entering visit results. By seamlessly integrating with client contract information, the system facilitates the exportation of documents necessary for payroll calculations, ensuring accuracy and efficiency in visitor compensation. This comprehensive approach not only addresses the existing challenges but also establishes a robust framework for future scalability and operational excellence.

Technologies Used: