Designing Task and
Resource Management
System for Hospital Staff

UX/UI - Product Design, HTML CSS

WHAT IS GP CHECKLIST

GP Checklist is a task management tool designed for General Practices to be more resilient, efficient and compliant with the management of their day-to-day tasks. GP Checklist enables CCG's and General Practices to work at scale and at individual practice level. GP Checklist ensures productive workflows, giving managers full visibility over task delegation, pending actions and completed tasks for one or more practices. You can assign tasks to all levels of staff from Admin, Management, and GPs. Managers can add and delete users and access reports, monitor individual staff progress, by task category or by practice. Individual staff members can view the tasks assigned to them and receive notifications on pending tasks, ensuring that no task is missed or forgotten.
GP Checklist provides assurance and compliance for the most important tasks including safety, access, clinical, admin, HR, finance, and patient experience.

Project Sector:

Healthcare, Task Management

MY ROLE:

Lead UX/UI Designer

PROJECT TIMELINE:

2 Months

PROJECT SCOPE:

Design an application that help the staff of practices to perform their task more accurately, giving managers full visibility over task delegation, pending actions and completed tasks for one or more practices.

PROBLEM:

In UK, Healthcare staff is one of the busiest profession. So, keeping track of every single task within a practice is very difficult. Task management systems, that are already in the market, are offering great services but they are not specifically made for the hospital staff.
Resource Management was also a very big issue. For example if any staff member is absent or leaving then how would their tasks be managed? Or if the tasks of one staff member needs to be assigned to another one how would that be done.
There were many layers of complexities which led to the idea of a platform that helps hospital staff to be more resilient, efficient and compliant with the management of day-to-day tasks.

DESIGN PROCESS

RESEARCH:

Physician practice owners carry much more responsibility than they did in previous years. According to a Medical Economics web poll in December 2013, 41.9% of physicians say that administrative hassles threaten their relationships with patients. Because of the increased complexity of patient care it will be important for physicians to build a staff that can manage all areas of a patient’s needs. The need for appropriate delegation can save a team time.
Physicians who own their own practices must also grapple with billing, coding and staff management. Physicians spend nearly 22% of their time on non-clinical work, according to a 2012 study by Physicians Foundation. Even when they have staff who handle finances and other aspects of the business, many physician-owners still have a hard time staying out of all areas of the practice.

FINDINGS:

  • A lot of manual tasks handling:

Through research and talking to physician we came to know that there is a lot of manual work involved. This makes the routine of Staff very difficult.

  • Tracking tasks is difficult:

Keeping track of current and previously assigned task record was way too difficult as the practices usually have a lot of paperwork which makes the tracking difficult.

  • Time Constraint:

As hospitals are one of the busiest places which makes the life of people working there a lot more hectic as they have to do a lot in a very short time span. So there was a need for a tool that could make it easy for them to perform their daily routine tasks. For management it should be easier to keep the track of all tasks and the staff.

  • Multiple Units:

Safety, access, clinical, admin, HR, finance are some of the units who work in any practice so we need to design a system that is flexible enough to cater the requirements of every role and their tasks.

  • Single User Multiple Roles:

Single users could have multiple roles. For example a Senior Manager could also be a Director in the same practice or he can also be a Practice Manager.

Challenges:

The product that we were going to design had a lot of complexities involved:

  • It would be a SaaS product which means thousands of people are going to use it on daily basis.
  • There were multiple Units involved.
  • A single user could have multiple roles.
  • A single user can exist in more than one practice at the same time to manage/view tasks and resources.
  • Management of tasks and assignment of tasks depending upon the status of resources.

So, keeping in mind all the challenges we had to make sure that every design decision is taken after a careful thought process of analyzing its impact. For this we had weekly interview sessions with the General Practitioner Aumran Tahir.
The presence of inhouse Practitioner such as Aumran Tahir was a biggest advantage as he knew how the practices work and what exactly needs to be added.

KNOWING THE AUDIENCE:

We did a detailed interview with Dr. Aumran Tahir to get to know how practices work and what is he expecting from the product. Based on that a basic user persona was created that clearly shows his Goals, Frustrations and Personality.

BUILDING THE STRUCTURE:

Based on the interviews we got a clear picture of what the requirements were and what was supposed to be done. Based on that we moved towards the mapping section of design phase. The team listed all the problems and solutions on sticky notes.

VISUAL DESIGN:

Due to the immense struggle of team we made it to the Visual Design phase flawlessly. The response from the stakeholders was amazing.

UX FLOW FOR MOBILE APP:

WEBSITE DESIGN:

RESPONSIVE LAYOUT:

UX FLOW FOR WEB:

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