Client
A digital networking and booking service
that empowers patients and doctors to better connect
Industry
Healthcare
Services
Intelligent Automation
Tech
Python, Selenium + AutoIt, CV (computer vision) library

Challenge

The advent of multiple medical appointment scheduling platforms has drastically improved healthcare experience for medical staff, healthcare providers and patients, simplifying the entire process of booking a doctor’s appointment and maximizing utilization of the available resources. However, one problem still remains. The point is that doctors use different EMRs (electronic medical record systems) for scheduling patient appointments. Since these systems are not synchronized to reflect the same data on appointment availability, doctors have to manually enter appointment data into several systems so that patients can get an accurate view of available time slots and scheduled appointments no matter what system they use. As a result, too much time is wasted on routine work, which is rather frustrating for doctors. To that end, the client asked us to come up with an automation solution to provide two-way synchronization between their booking service and the eCW (eClinicalWorks) platform which is the most popular EMR among clinicians.

We took on the following challenges:
Synchronize medical appointment data between the booking service and eCW.
Integrate doctors’ schedules into both EMRs.
Scrape the data on the scheduled appointments from the eCW website.
Fetch the data related to doctors’ timetables from the eCW desktop app.
Populate the eCW timetables with the appointment data extracted from the booking service.

Solution

An RPA solution that automatically synchronizes patient appointment data between the booking service and eCW EMRs.
A dynamic queue of script executions implemented in Python, which allows executing tasks synchronously.
The solution consists of a web scraping tool and the eCW desktop application interactions.
The web scraping tool is responsible for extracting data from the eCW website and pushing data to the client's API.
Integration with the eCW desktop app to fetch the timetable data.
Populating the eCW system with appointment data pulled from the client's API.
The RPA solution was selected as the simplest and the most cost-efficient way to meet the challenge. It allows working with the blackbox (eCW) without having to change its source code or pay fees for using the eCW API to communicate with the system.

Impact

Our RPA solution helped the client automate the synchronization of data between his booking service and eCW booking systems, thereby adding consistency to patient scheduling.
Synchronization is working fast and smoothly without human interaction and hence errors.
Clinicians are freed up from spending their precious time on entering data.
The solution helps avoid double-booking and reduce the chance of patients having to cancel the appointment because of a time conflict caused by human error.
The RPA solution eliminated the need to involve highly expensive eCW owned developers and pay fees for the eCW API usage.

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