Client Industry
A telemedicine group supporting hospitals with remote care services and automated physician shift scheduling
AccessTeleCare+
Automated Physician Scheduling Software for Shift Management
The physician scheduling platform is built to automate shift planning, eliminate manual data entry, and optimize doctor availability across multiple facilities through a custom optimization engine. It replaces error-prone, spreadsheet-based scheduling with automated data extraction, modeling, and schedule generation, helping telehealth teams manage physician shifts with far greater speed and accuracy.
Connect with us to ExploreEnhancements
- Automated Excel data extraction to remove manual entry
- Custom optimization algorithm for shift allocation
- Auto-generated, conflict-free physician schedules
Services Delivered
- Physician scheduling workflow automation
- Data modeling and optimization algorithm development
- Automated schedule generation and reporting
The Tech Stack
- Python
Project Overview:
Access TelecareSeptember 2024MonthWeekDayPublish Schedule
MONTUEWEDTHUFRISATSUN
1Dr. Marcus Wei08:00–16:00
2Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
3Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
4Elena Rodriguez08:00–16:00
5Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00
6Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00
7Sarah Jenkins, NP08:00–16:00
8Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
9Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
10Dr. Aris Thorne08:00–16:00
11Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00
12Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00
13Dr. Marcus Wei08:00–16:00
14Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
15Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
16Elena Rodriguez08:00–16:00
17Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00
18Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00
19Sarah Jenkins, NP08:00–16:00
20Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
21Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
ExcelManual sheets, human error
Auto-scheduled shiftsAccess Telecare is a group of specialists working with hospitals and outpatient clinics to provide remote care services. They partnered with AkshatMedTech’s Digital Health team to streamline their physician scheduling process. Their current process involved managing data manually, which was time-consuming and prone to human error.
Prior lessons learned from the physician scheduling systems identified an important area for improvement, the use of an automated doctor scheduler. This led to crafting the automated physician scheduling software to extract, model, and optimize data from their MS Excel sheets to manage physician and doctor shift hours effortlessly.
Challenges: The Need for Physician Scheduling Software
The client had multiple Excel sheets for various hospitals and doctors. On their road to streamlining scheduling and optimizing doctors’ shifts, they faced numerous challenges:
01
They relied on disparate spreadsheets that asked for manual data entry and manipulation. Entering data manually consumed valuable time and resources, hindering productivity.
Our Solution: Automated Physician Scheduling Software
To address Access Telecare’s challenges, AkshatMedTech Digital Health devised a platform strategy that led to the creation of physician scheduling software:
Data Extraction
We developed tools to extract data from Access Telecare’s Excel sheets. The enablement of this feature eliminated the need for manual entry.
Data Ingestion & Extraction+ New Import
Active Processing
Xnov_physician_shifts.xlsx90%
ParseValidateMap
↑Upload RecordsSelect File
Recent Imports
oct_schedules_final.xlsxOct 24, 20241,248Success
dec_temp_staffing.csvOct 22, 202442Error
nov_shifts.xlsx | 3 sheets | 1,248 rows
Mapping columns → clinician_id, facility, shift
Duplicates removed: 0 · Conflicts: 3
Data Modeling
The data modeling techniques involved the analysis of historical data to identify patterns and trends that led us to develop an optimized scheduling algorithm.
Access TelecareAnalytics WorkbenchPlatform · Features · Workbench · ResultsDeploy Model
Modeling Parameters
Seasonality Weight
Rotation Policy
Complexity
Fatigue Risk
Cost Matrix
Recalculate BaselineHistorical Shift Density
Pattern Recognition
Data Health Scores
Completeness
Entropy
Cardinality
Model Training
[14:20:01] Initializing training sequence…
[14:20:04] Ingesting dataset (4,122)
[14:21:10] epoch 1/10 · loss 0.4821
[14:22:45] Convergence detected at 0.041
[14:24:00] Performing final propagation…
Optimization Algorithm
Our team created an optimization algorithm tailored to Access Telecare’s specific requirements, considering the doctor’s availability that was further split into maximum consecutive shifts and minimum consecutive days and their percent shift’s coverage.
Access TelecarePlatform · Features · Methodology · ResultsGet Started
Algorithm Configuration
Optimization Parameters
Max Consecutive Shift Cap 7 Days
REST POLICIES
Minimum Rest Periods
Mandatory Weekend Off
COVERAGE GOALS
100%ICU Staffing
65%Night Agency
Constraints Panel
Facility License Requirements
Physician Preferred Days
Max Weekly Hours
Engine ControlExecute a simulated run to preview optimization outcomes across all facilities.◉ Simulated Run
ACTIVE ENGINEGen 4.2 Solver
LAST FINALIZEDToday, 08:42 AM
Automated Schedule Generation
With the optimization algorithm in place, we automated the process of generating new Excel sheets with optimized care provider schedules, leaving no room for underutilized doctors.
Access TelecareSeptember 2024MonthWeekDayPublish Schedule
MONTUEWEDTHUFRISATSUN
1Dr. Marcus Wei08:00–16:00
2Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
3Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
4Elena Rodriguez08:00–16:00
5Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00
6Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00
7Sarah Jenkins, NP08:00–16:00
8Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
9Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
10Dr. Aris Thorne08:00–16:00
11Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00
12Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00
13Dr. Marcus Wei08:00–16:00
14Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
15Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
16Elena Rodriguez08:00–16:00
17Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00
18Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00Elena Rodriguez08:00–16:00
19Sarah Jenkins, NP08:00–16:00
20Elena Rodriguez08:00–16:00Dr. Marcus Wei08:00–16:00
21Dr. Marcus Wei08:00–16:00Dr. Aris Thorne08:00–16:00Sarah Jenkins, NP08:00–16:00
Impact
Access TelecarePeak Flow · Resource Center · Executive Reporting
Operational Health
Active Facilities142
Specialist On-Call1,204
Avg. Response Time4.2m
Quick ActionsSchedule Pool
Resource Insights
Comparison View
Performance & ImpactExport Executive PDF
Direct Savings$1.24MShift Volume42.8kCompliance99.8%Utilization87.5%
Operational Savings Velocity
Clinician Satisfaction
94
3X Growth in Monthly Shift Capacity
The automated physician scheduler helped Access Telecare significantly expand its monthly shift capacity.
Reduced Operational Costs
The custom scheduling software cut costs tied to manual scheduling and administrative overhead for hospitals.
Optimized Time & Resource Utilization
Automation freed up time and resources previously lost to manual data entry and shift coordination.
More Time for Patient Care
Clinicians shifted focus from manual data entry to patient care, doctor support, and emergency response.
Fewer Scheduling Conflicts
The solution reduced double-booking and shift cancellations caused by human error, so patients are never left unattended.