Hospital reservation management system "Hospital Manager" expanding adoption, transforming analog reservation adjustments into web-based completion

Medical Note Inc. (Minato-ku, Tokyo; Representative Director: Yuki Kobayashi; hereinafter, Medical Note) is actively expanding the adoption of "Hospital Manager," a reservation management system for hospitals that centralizes reservations from referring clinics on the web. This system solves the challenges of analog reservation adjustments via phone and fax faced by regional cooperation offices and reception departments of acute care hospitals.

■ Background of service provision

In reservation adjustment operations at acute care hospitals, many analog tasks still remain, leading to a pile of problems on-site, such as:

"Hospital Manager" was developed to solve common reservation adjustment issues in acute care hospitals in a one-stop manner, achieving stress-free reservation management for both hospitals and bookers (patients themselves and referring doctors).

Challenges in reservation adjustment found in acute care hospitals:

① Increased reservation adjustment costs

Reservation applications and confirmations for referrals rely on fax and phone, requiring significant effort for scheduling.

② Missed opportunities and overlooked responses

Reservations can only be accepted during reception hours, making it impossible to respond to inquiries outside of hours or on weekends/holidays.

③ Staff workload pressure

Regional cooperation offices and reception staff are tied up with phone calls, impacting their original cooperation tasks and patient interactions.

④ Complicated internal coordination

Effort is required to grasp and confirm reservation status, and coordination flow with medical departments is complex.

⑤ Hindrance to operational efficiency

Reservation management is mixed with paper, phone, and fax, leading to scattered information, errors, and double bookings.

⑥ Decreased evaluation from referring doctors

Medical institutions that refer patients sometimes point out that "the reservation process is too cumbersome."

■ Four features and strengths of "Hospital Manager"

This system is a one-stop solution that significantly reduces the adjustment costs from referral reservations to direct reservations, leading to web-based completion. Its functions can be customized according to hospital operations.

① Prevents missed opportunities with 24/7 web-based reservations, from referral to direct booking

Patients themselves or referring doctors from affiliated clinics can apply for their desired date and time via the web 24 hours a day. By covering applications outside reception hours and on weekends/holidays, it minimizes missed opportunities.

② Smooth consultation upon arrival with pre-interview function (up to 10 questions)

At the time of reservation, a questionnaire (up to 10 questions) customizable by medical department and disease can be entered on the web. This ensures that necessary information is gathered before the consultation date, allowing for rapid progress in examinations on the day of the visit.

③ "Zero phone adjustments" with centralized management and automatic notifications on the administration screen

All application details are centralized on the administration screen. After checking the electronic medical record for available slots and simply pressing the confirmation button on the system, an automatic confirmation email is sent to the patient. This enables operations that eliminate troublesome return phone calls and back-and-forth faxes.

④ Design and operational system considering the safe management of medical information

Medical Note has acquired ISO/IEC 27001, an international standard for information security management systems, and develops and operates services under a system based on the control measures of this certification.

The system infrastructure adopts AWS, providing services in a cloud environment with high availability and security design.

The company's internal security standards are formulated by referring to the "3 Ministries and 2 Guidelines" (a general term for guidelines on the safe management of medical information systems established by the Ministry of Health, Labour and Welfare, Ministry of Internal Affairs and Communications, and Ministry of Economy, Trade and Industry) for businesses handling medical information.

■ Expected effects of adoption

Currently, "Hospital Manager" has been introduced in numerous medical institutions, starting with the Cancer Institute Hospital of JFCR, followed by Atsugi City Hospital, Osaka Women's and Children's Hospital, and Sendai Medical Center. Below are the results of solving challenges at actual adopted medical institutions:

① Significant reduction in phone and fax response efforts [200 hours reduced annually]

Regional cooperation offices and reception are freed from phone calls, allowing them to concentrate on their original cooperation tasks and patient interactions.

② Expansion of acceptance opportunities and prevention of missed responses [27% increase in monthly applications]

24/7 web reception covers applications outside hours and on weekends/holidays (with cases where off-hours applications account for 46.7% of the total), minimizing missed opportunities.

③ Smooth transition without disrupting existing flows [Introduction completed in as little as 2 weeks]

A dedicated CS (Customer Success) team provides support until operations are established, enabling rapid introduction in as little as 2 weeks with minimal on-site confusion.

For more details on this service, please visit the special page.

https://medicalnote.jp/static/mk/hospital_manager/

For inquiries from medical professionals, please contact us here.

https://medicalnote.co.jp/c