Synchronization of Appointment Scheduling to Microsoft Exchange

Physicians in clinics want overviews of their appointments scheduled by themselves or others, timely information about changes, identification of consequences of changes, and IT systems that are intuitive to use. Statements like these illustrate it:

  • "When I confirm my boss's meeting request (which conflicts with my outpatient service) in my Outlook calendar, I want my outpatient service to be rescheduled, my patients should be notified and appointments rescheduled if necessary, without me having to deal with it."
  • "I want to be able to jump from a calendar entry in the Outlook calendar to SAP screens that are automatically parameterized with the corresponding patient."

With ORSOFT for Healthcare (ORS-H), doctors can create their own competing appointments (congresses, short-term meetings, ...) in the Outlook calendar, which may lead to alarms in ORS-H. ORS-H organizes the data exchange between MS Exchange and SAP for Healthcare.

Synchronization of Appointment Scheduling in Outlook
Synchronization of Appointment Scheduling in Outlook

A process of cooperative working can be established in which conflicts that arise are identified and resolved by patient managers in order to increase patient and physician satisfaction. In the process, physicians are relieved of routine work, hectic situations are avoided, the workload of outpatient clinics is smoothed out, and extensions of patient throughput times due to missing appointments are avoided.

The IT system required is a central integration platform such as SAP for Healthcare, in which all data is brought together, a Microsoft Exchange Server 2010 with Microsoft Outlook as the client, and ORSOFT for Healthcare with an interface to Microsoft Exchange. A patient manager has a similar role to a production scheduler. He maintains rosters and appointment slots in SAP for Healthcare, creates new appointments and modifies existing ones, and responds to conflict notifications by rescheduling.

In the outpatient clinic planning and appointment scheduling process, appointments can be created and modified in ORSOFT for Healthcare or via MS Outlook and MS Exchange. This automatically triggers a transaction in SAP for Healthcare, which creates the appointment in SAP for Healthcare, and a transaction in MS Exchange Server, which transfers the appointment to the doctor's calendar.

If the ORS-H module Appointment Disposition is used, the duty times of the doctors in outpatient clinics, service departments or operating rooms as well as the room blocks maintained there are also transferred to Microsoft Exchange.

Calendar view: overview of patient appointments and appointments of physicians
Calendar view: overview of patient appointments and appointments of physicians