The Challenge: Streamlining a Complex Scheduling Process
Oncology wards have highly specialized scheduling needs. Unlike standard appointment systems, these patients follow multi-step protocols that require careful coordination between treatments, lab tests, and resource availability.
Key Pain Points
- Multi-step protocols: Patients undergo multiple treatments with different dosage requirements, timing, and cycles.
- Cyclical treatments: Recurring visits (weekly, biweekly, or monthly) require precise scheduling.
- Limited resources: Nurses and doctors must ensure beds and chairs are available at the right time.
- Manual tracking inefficiencies: Relying on Excel spreadsheets led to scheduling conflicts and administrative burdens.
Design Challenges & Considerations
- Managing protocol complexity: Blood test dependencies, dosage timing, and multi-day treatments needed structured tracking.
- Real-time resource allocation: Ensuring availability of beds and chairs in treatment rooms.
- Automated rescheduling: Adjusting appointments based on lab results and treatment cycles.
- User-friendly experience: Nurses and doctors needed an intuitive system requiring minimal training.
- Building on existing work: The project inherited preliminary wireframes, requiring strategic improvements rather than a full redesign.
- Scalability & security: The platform needed future integration capabilities while ensuring compliance with data protection regulations.
Research & Key Insights
To understand the full scope of scheduling pain points, we conducted:
✅ Meetings with doctors to gather feedback and showcase early concepts.
✅ Analysis of existing Excel sheets to identify inefficiencies and common patterns.
✅ Competitive research on structured scheduling tools (e.g., Jira) to explore applicable frameworks.
Key Findings:
- Doctors found value in a system that could automate scheduling workflows.
- Nurses needed clear treatment sequences to prevent scheduling conflicts.
- Resource tracking (beds & chairs) was manual, leading to misallocations.
- A timeline-based visualization (inspired by Jira) would improve scheduling clarity.
- Notifications & alerts were critical to ensure smooth daily operations.
The Solution: A Smart Scheduling System
We designed a web & mobile app that enables healthcare professionals to book, manage, and adjust patient procedures while tracking room availability.
Key Features
🔹 Protocol-Based Scheduling – Allows doctors to book full treatment cycles in one step.
🔹 Real-Time Resource Allocation – Tracks available beds and chairs, preventing double bookings.
🔹 Automated Cycle Booking & Rescheduling – Adjusts schedules dynamically based on lab results.
🔹 Workload Visualization for Staff – Provides real-time dashboards to track upcoming procedures.
🔹 Mobile-Friendly Design – Modal-based input forms ensure usability across devices.
Design Process & Iterations
Wireframing & Information Architecture
- Reviewed existing wireframes and refined layouts based on user feedback.
- Integrated timeline-based scheduling for clearer procedure management.
- Conducted usability testing with nurses and doctors to streamline workflows.
High-Fidelity Prototyping
- Developed an intuitive scheduling UI that simplifies multi-step protocols.
- Designed a drag-and-drop resource allocation tool to prevent overbooking.
- Implemented a timeline view to visualize patient cycles over weeks/months.
- Used modal-based forms for seamless mobile interaction.
User Testing & Iteration
- Conducted live demonstrations with healthcare professionals.
- Iterated UI elements to reduce cognitive load and optimize workflows.
- Implemented role-based access control for secure scheduling and patient data management.
Impact & Results
✅ Reduced Scheduling Errors – Automated workflows minimized missed steps.
✅ Faster Booking Workflows – Doctors can schedule an entire protocol efficiently.
✅ Real-Time Availability Tracking – Eliminates manual bed/chair allocation.
✅ Improved Nurse Efficiency – Clear treatment schedules reduce last-minute rescheduling.
✅ Seamless Mobile Experience – Modal-based forms enhance usability across devices.
✅ Better Communication – Notifications keep staff and patients informed.
Final Thoughts
This case study highlights how transforming a tedious Excel-based process into a structured digital solution can drastically improve efficiency in oncology wards. By automating scheduling, tracking resources, and providing real-time updates, the new system enables healthcare professionals to focus on delivering better patient care.
By integrating structured scheduling principles from productivity applications and designing for both web and mobile usability, this project showcases how applying UX best practices can lead to innovative healthcare solutions.
