Case for the Group Project
Enhanced Services is a doctor clinic that provides timely and quality healthcare services. Composed of dedicated and experienced family physicians and specialists, Enhanced Service offers a wide range of healthcare services including family care, specialist services including Internal Medicine, Gynecology, Sports Medicine, ENT (Otolaryngologist), Orthopaedic Surgery, Neurology, Infectious Diseases, Urology, Naturopathic, as well as On-site Lab services (for blood work and vaccine injection). Before the COVID-pandemic, all appointments had to be made either in person or over the phone. Now with the pandemic, the clinic is contemplating a state-of-art online appointment system (OAS) to free up staff for high-value work, decrease wait time for making doctor appointments, and enable patients to make appointments anytime and anywhere. Three groups of users are supported by OAS: patients, health service providers, and the clinic staff.
Patients
For any patient who wants to make an appointment, the patient has to first create an account by providing his/her first name, last name, gender, email address, cell phone, and home address. The patient also indicates the preferred way of communication (i.e., email or phone call). Once an account is created, the patient is given a unique patientID.
If the patient has been with the clinic, the patient can then select the doctor he or she wants to visit. Each doctor’s schedule varies from month to month. For example, Dr. Min is an ENT specialist, and only available from 9-12 Tuesdays and Thursdays from May to September and then from 1-5 every weekday from October to April. Once a doctor is selected, OAS displays timeslots in the doctor’s 3-month schedule. Timeslots that have been taken are marked as Reserved and those that not yet been taken are marked as Open.
Each appointment duration is pre-set by health service providers, so cannot be modified by patients. After the patient picks a time slot, OAS changes the status of the time slot from Open to Reserved. The last step is for the patient to specify reasons for the visit. The system then displays the appointment summary, which has to be confirmed by the patient. After the confirmation, the summary is then sent to the patient’s email address. However, during the process, if the patient changes his or her mind, the patient can go back and revise details if needed.
If the patient has not visited the clinic before, the patient needs to go through the new patient registration process through which the patient provides information pertaining to family history, allergies, medications, and OHIP card (i.e., card number, version number, expiration date). Once the patient completes registration, the patient can proceed with the appointment reservation process described above.
Two days before the appointment time, OAS will either email the patient an appointment reminder or call the patient, depending on the preferred way of communication indicated by the patient. The patient who misses the appointment will be charged a $50 penalty and the status of the patient is changed from Normal to Suspended. The penalty has to be paid in person before the patient is allowed to see a doctor. After the penalty is paid full, the patient’s status is changed back to “normal.”
The patient could also modify or cancel an appointment. To do so, the patient needs to log in, find the appointment, and then either change the appointment to a different date and time, or cancel it. However, the appointment can’t be cancelled within the two days of the appointment time. For example, if an appointment is scheduled at 11am on September 8, the appointment cannot be cancelled after 11am on September 6.
The patient is also given an option to be placed on a waitlist for a timeslot that has been taken. To do so, the patient selects a reserved timeslot, and indicate to be placed on a waitlist. If the timeslot is freed up, OAS will then notify all patients on the waitlist, while blocking other patients from accessing the timeslot. However, the open time slot must be taken within 24 hours, and booked on the first come and first serve basis. After the 24 hours grace period, the time slot will be accessible by all patients. The patient can remove him/herself from the waitlist anytime.
Healthcare Providers
OAS also supports healthcare providers (e.g., family physicians, specialists) to create his or her schedule. To do that, they will have to create an account first by providing his/her first name, last name, email address, cell phone, areas of specialization, and preferred way of communication. A unique ProvideID is generated for the account. The healthcare provider can then create a schedule for a given time period (e.g., May-September) by specifying available dates and times and duration of each appointment. For example, the gynecologist Jane can indicate that she will be available from 2-5pm only on Tuesdays, and specify the maximum number of medical examination appointments she can take per day as well as the duration of each type of appointments. For example, medical appointments last 30 minutes and non-medical examination appointments 10 minutes. Based on the information, OAS will generate open timeslots only for Tuesdays and block all other days for appointment booking.
The provider can also modify an existing schedule as long as it has three or less reserved timeslots. Dr. Smith, for example, has to block his entire August. Before he could do that, Dr. Smith first checks appointments that have already been scheduled in August, and finds only two time slots has been taken. He can then block the entire August from appointment booking. As the result of the change, appointments made in the month are automatically cancelled, and affected patients will be notified by OAS.
Clinic Staff
Like patients and healthcare providers, each of the clinic staff needs to register an account with OAS by providing personal contact information including first name, last name, gender, email address, and cell phone. Clinic staff could then use the system generated StaffID to sign in and use OAS to create/modify/cancel an appointment at the patient’s request.
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My question is what would the Use Cases be and what would the use case diagram look like?
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