Enhancing Doctor Application Workflow: Airtable, Make (Integromat), and Calendly Synergy
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October 3, 2023Enhancing Doctor Application Workflow: Airtable, Make (Integromat), and Calendly Synergy
Case Study
Introduction
The primary objective of this project is to enhance the efficiency of doctor application processing by implementing a streamlined form for senior managers. The project consists of two stages aimed at optimizing the application management process, including CRM settings, application distribution, and integrating calendar functionalities. Below are the key accomplishments for each stage:
Stage 1: Initial Streamlining on Airtable
- CRM Setup: The project began by configuring a CRM system within Airtable to manage doctor applications effectively. This involved defining data fields, categories, and workflows for applications.
- Application Distribution: An arbitrary application distribution system was established to assign incoming applications to available managers. This automated distribution ensures a fair and balanced workload for each manager.
- Manager Comparison: A comparison mechanism was implemented to track and evaluate the completion of applications within specific time intervals for each manager. This assists in performance assessment and resource allocation.
- Automated Monitoring: A module for automated monitoring of all applications was created, ensuring timely follow-ups and reducing the risk of application delays or oversights.
Stage 2: Calendar Integration and Enhanced Automation
- Calendly Integration: Data exchange between the Calendly calendar system and Airtable was established using Make (Integromat). This integration allows for seamless scheduling of appointments and ensures that calendar events align with application data.
- Automatic Status Updates: The system was configured to automatically update the application status when changes are made by clients. For example, if a client cancels or reschedules an appointment, the system reflects these changes in real-time.
- Calendar Interface: A user-friendly calendar interface was introduced, providing an overview of scheduled appointments and availability. This interface streamlines the appointment management process for both managers and clients.
- Application History: The system now maintains a detailed history of application status changes, creating a comprehensive audit trail. This history assists in tracking the progression of applications and understanding past interactions.
Benefits
- Efficient Application Processing: The project significantly streamlines the processing of doctor applications, reducing manual tasks and enhancing efficiency.
- Improved Manager Productivity: Automated distribution and comparison mechanisms optimize managers’ workloads and improve their overall productivity.
- Enhanced Client Experience: Real-time updates and a user-friendly calendar interface improve the experience for clients, making appointment scheduling and management seamless.
- Transparency and Accountability: The system’s ability to track changes and maintain a history of application status updates ensures transparency and accountability within the process.
Conclusion
The two-stage project to implement a streamlined doctor application processing system has successfully enhanced operational efficiency, improved manager productivity, and elevated the client experience. By combining CRM capabilities with calendar integration and automation, the project exemplifies our commitment to optimizing workflows and providing innovative solutions for application management.
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