Case Study
Precision Scheduler – A Smart, Scalable Scheduling Solution for CareHere LLC
Modernizing Multi-Clinic Appointment Management with a Rule-Driven, API-Enabled Scheduling Platform
Client Overview
Client: CareHere LLC (now Premise Health)
Sector: Employer-Based Clinical Care
Need: Streamlined and intelligent appointment scheduling across 165+ clinics
Solution Overview
To address this need, ChampSoft designed and delivered Precision Scheduler—a rule-driven, API-enabled, enterprise-grade scheduling platform tailored to the healthcare sector. Built with security, interoperability, and configurability at its core, Precision Scheduler allowed CareHere to deliver intuitive and reliable scheduling experiences across clinics and services.
Outcome & Business Impact
- Streamlined multi-site appointment management
- Significant reduction in administrative overhead
- Enhanced patient satisfaction due to self-service flexibility
- Improved operational efficiency via smart rules and automation
- Increased schedule utilization through real-time alerts and reporting
Why It Matters
The Precision Scheduler reinforced ChampSoft’s ability to translate complex healthcare workflows into modern, secure, and scalable technology. Purpose-built for the unique needs of healthcare providers, Precision Scheduler continues to power efficient operations and patient-centered scheduling across hundreds of clinical locations.
Key Features & Capabilities
Rule-Based Scheduling Engine
Precision Scheduler supports complex scheduling rules (called “exceptions”) specific to organizations, providers, patients, and clinics. Examples include:
- Plan-based exceptions: Exclude services not covered under specific plans (e.g., no contraception).
- Patient-based exceptions: Gender or age restrictions (e.g., males cannot book GYN visits).
- Organization rules: Employees must meet tenure requirements before booking.
- Provider-specific rules: Provider availability filtered by patient demographics or service type.
- Clinic-specific offerings: Custom services per location.
Automated Communication
- Appointment confirmations and reminders via SMS, email, or voice
- Patient notifications when preferred times become available
- Reduced no-shows and last-minute cancellations
HIPAA & HITECH Compliance
Built with robust safeguards for Protected Health Information (PHI), Precision Scheduler offers granular access controls and comprehensive audit trails to ensure privacy and regulatory compliance.
Fully Exposed API Suite
Precision Scheduler offers a comprehensive RESTful API to:
- Programmatically manage patients, appointments, schedules, and rules
- Access real-time appointment data
- Generate reports on no-shows, cancellations, and schedule utilization
Calendar & Export Compatibility
Appointments can be exported in iCalendar (.ics) format and synchronized with popular calendar platforms, ensuring seamless external integration.
Advanced Scheduling Features
- Back-to-Back Appointments: Automatically arrange sequential bookings for multiple services
- Recurring Appointments: Daily, weekly, monthly, or custom recurrence patterns
- Overbooking Support: Controlled overbooking for event-based schedules (e.g., flu clinics)
- Classroom & Training Events: Manage large group bookings across global audiences
- Time Zone Support: Time-aware scheduling for both patients and admin staff
Schedule Visualization & Management
Multiple views tailored for different users:
- Day, Work Week, Full Week, Month, and Timeline
- Filters by clinic, provider, schedule type
- Map view for finding clinics or visit locations
Smart Administration Tools
- Shareable Schedules: One-click schedule sharing across clinics
- Blocking Timeslots: Admins can block or modify slots in real time
- Flexible Working Hours: Customize availability down to the hour for any day
- Security-based Views: Admins only see schedules they’re authorized to access
Performance Monitoring & Reporting
Comprehensive analytics to monitor:
- Shareable Schedules: One-click schedule sharing across clinics
- Blocking Timeslots: Admins can block or modify slots in real time
- Flexible Working Hours: Customize availability down to the hour for any day
- Security-based Views: Admins only see schedules they’re authorized to access
Client Overview
Client: CareHere LLC (now Premise Health)
Sector: Employer-Based Clinical Care
Need: Streamlined and intelligent appointment scheduling across 165+ clinics
Key Features & Capabilities
Rule-Based Scheduling Engine
CPS supports complex scheduling rules (called “exceptions”) specific to organizations, providers, patients, and clinics. Examples include:
- Plan-based exceptions: Exclude services not covered under specific plans (e.g., no contraception).
- Patient-based exceptions: Gender or age restrictions (e.g., males cannot book GYN visits).
- Organization rules: Employees must meet tenure requirements before booking.
- Provider-specific rules: Provider availability filtered by patient demographics or service type.
- Clinic-specific offerings: Custom services per location.
Automated Communication
- Appointment confirmations and reminders via SMS, email, or voice
- Patient notifications when preferred times become available
- Reduced no-shows and last-minute cancellations
HIPAA & HITECH Compliance
Built with robust safeguards for Protected Health Information (PHI), CPS offers granular access controls and comprehensive audit trails to ensure privacy and regulatory compliance.
Fully Exposed API Suite
CPS offers a comprehensive RESTful API to:
- Programmatically manage patients, appointments, schedules, and rules
- Access real-time appointment data
- Generate reports on no-shows, cancellations, and schedule utilization
Calendar & Export Compatibility
Appointments can be exported in iCalendar (.ics) format and synchronized with popular calendar platforms, ensuring seamless external integration.
Advanced Scheduling Features
- Back-to-Back Appointments: Automatically arrange sequential bookings for multiple services
- Recurring Appointments: Daily, weekly, monthly, or custom recurrence patterns
- Overbooking Support: Controlled overbooking for event-based schedules (e.g., flu clinics)
- Classroom & Training Events: Manage large group bookings across global audiences
- Time Zone Support: Time-aware scheduling for both patients and admin staff
Schedule Visualization & Management
Multiple views tailored for different users:
- Day, Work Week, Full Week, Month, and Timeline
- Filters by clinic, provider, schedule type
- Map view for finding clinics or visit locations
Smart Administration Tools
- Shareable Schedules: One-click schedule sharing across clinics
- Blocking Timeslots: Admins can block or modify slots in real time
- Flexible Working Hours: Customize availability down to the hour for any day
- Security-based Views: Admins only see schedules they’re authorized to access
Performance Monitoring & Reporting
Comprehensive analytics to monitor:
- Shareable Schedules: One-click schedule sharing across clinics
- Blocking Timeslots: Admins can block or modify slots in real time
- Flexible Working Hours: Customize availability down to the hour for any day
- Security-based Views: Admins only see schedules they’re authorized to access
Solution Overview
To address this need, ChampSoft designed and delivered Champ Precision Scheduler (CPS)—a rule-driven, API-enabled, enterprise-grade scheduling platform tailored to the healthcare sector. Built with security, interoperability, and configurability at its core, CPS allowed CareHere to deliver intuitive and reliable scheduling experiences across clinics and services.
Outcome & Business Impact
- Streamlined multi-site appointment management
- Significant reduction in administrative overhead
- Enhanced patient satisfaction due to self-service flexibility
- Improved operational efficiency via smart rules and automation
- Increased schedule utilization through real-time alerts and reporting
Why It Matters
The Champ Precision Scheduler reinforced ChampSoft’s ability to translate complex healthcare workflows into modern, secure, and scalable technology. Purpose-built for the unique needs of healthcare providers, CPS continues to power efficient operations and patient-centered scheduling across hundreds of clinical locations.
