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APPOINTMENT SCHEDULING VIA SMS

SOFTWARE GENERAL VIEW

APPOINTMENT SCHEDULING VIA SMS is web based software running on PHP server side handles and MYSQL DBMS tool. The software was developed to be used by different public services such as government establishments, clinics & hospitals, massage center, beauty salons, tailors and many other sectors. The main functions of the software from the side of the establishments are to organize and manage appointments, generate more sales and control absences of the departments. From the side of the appointment seeker, the software help him (her) to get an appointment in an easy way, be reminded about the scheduled appointment and be informed about the cancelled appointment.

HOW IT WORKS
A/ REQUEST / REPLY OF APPOINTMENT FROM THE SOFTWARE

B/ RECHARGE SMS UNIT VIA SHORT CODE

SOFTWARE USAGE BENEFITS

a/ SMS PROVIDER:

New services to sell: The software services can be considered as new service and it can be provided by service registration which means there will be subscription charges and periodical charges (such as monthly). In other hand the usage of SMS will be charged to service user.
Increase of SMS unit selling: The software usage is based on SMS traffic therefore the SMS service provider will be able to increase the sales of SMS units
Increase the sales of mobile numbers: The software was developed based on receiving the requests and searches through standard mobile number which should be linked with the software through GPRS modem and SMS gateway.
Increase the sales of short code: The short code can be used to help doctors or clinics to register by phone and pay through the short code instead of visiting the office or the outlets and pay in cash.
Increase number of permanent clients: Our software helps SMS provider to build a long term and permanent relationship with their subscribers which are using the software.
Create a categorized data base of mobile users: The software has built in facilities to register personal information on each patient (visit our PDF or power point presentation and search for announcement page to can understand more about categorized data base)
SMS media: Due to the availability of personal data base of each mobile user using our software or registered patients, the SMS provider can offer the service of sending bulk SMS campaign to categorized mobile numbers.

b/ ESTABLISHMENT

Increase the number of clients or visitors (New & Existing)
Remind clients or visitors about their appointment s(Automatic)
Be reminded (concerned person such as doctor, receptionist, tailor…) about the set appointment (Automatic)
Save mobile numbers & categorized database (Gender, Nationality, Income, Age, Marital Status, etc…) about each clients or visitors
Communicate with clients via SMS
Have an exact idea about most preferred establishments or concerned persons such as doctors or clinics or beauty salons or tailors or etc….
Have an exact idea about most preferred times and days of the week for the appointments
Have an exact idea about the client (in the market)
Organize and control advertising campaign through SMS

c/ APPOINTMENT SEEKER

Get an appointment via SMS (There’s no need to go to the clinic or other related establishment to fix an appointment)
Choose between concerned persons or establishments such as doctors or hospitals or tailors
Get alternative appointment hours and dates and establishment
Be reminded about the appointment (Automatic)
Be informed about the cancellation of an appointment (Automatic)

SOFTWARE USERS LEVELS

The software was designed in two directions which are horizontal direction and vertical direction.

a/ Vertical directions: The vertical direction was designed to accommodate 5 and 6 levels of users. Each level can access all levels under him but cannot know or see or access any level beyond him. In other term, we can say that our software was designed in the same way we build a building each higher floor can see the down floors but cannot see the upper floors.
Each admin of each level can have a report about all users under him with their access name and password, the history of all their activities and the history of all accounts (users) under him. The said admin can block and change the user name and password of any account or user under them or the accounts which are under the accounts which are under them. This facility will allow all users to control the accounts under him.

b/ Horizontal directions: The horizontal direction was designed to accommodate different users on the same level starting from the admin level to one time user level. Which means that can be different admin in one user account.

SOFTWARE SERVICES SALES METHODS

The software was designed with different facilities to can accommodate different sales methods. But mainly the sales can be done through subscription charges during registration and the periodical subscription, SMS unit sales, sub account sales, SMS advertisement sales and user’s personal information sales. The following are the facilities which can give us idea about the different sales methods

a/ Subscription charges and Account expiry date: Each account can be given automatic or manual expiry date. In other hand, the account can be renewed automatically or manually

e/ Short code facility: The software can be linked to short code and the user can set a price per each subscription for limited period or r4echarging SMS units balance.

f/ SMS account: The software has the facility to add SMS credits to the sub accounts. The sms unit can be added automatically by prepaid card or short code or manually by access the account and adding from it.

g/ Sub accounts or sub users: As we said previously that the software has 5 or 6 level of users. And some of these high level users can have the facilities to provide the services of our software to group of companies or people.

h/ Announcement & advertisement: The software has built in facilities to send an individual or group of messages to one mobile number or selected list which can be from the service provider or any other decided list which can be filtered from the user list of uploaded from the computer desk top. The facility of sending message to selected group of mobile users can be used by media agencies to send messages to desired categories of mobile users as per their personal or contact information registered in the software. The announcement delivery can be set before receiving the reply or after.

ACCESS THE SOFTWARE THROUGH MOBILE & INTERNET

ACCESS BY INTERNET:

a/ Operations (Features):

1a/ USER: Add and cancel users, change password and user name of existing users, set expiry date for each user account, block user, add SMS unit to the account of user, etc...

2a/ Upload & cancel appointment: Upload and cancel existing appointment, set expiry date to an existing appointment, etc…

3a/ Booking and confirmation: Book new appointment, check appointment list by doctor or by department, etc…

4a/Appointment seeker list: Seeker mobile numbers and other related information list, block a mobiles number list from using the software, etc…

5a/ SMS Announcement or advertisement: Set the message sender name, set the language of the message, set the mobile number, set the group after selecting from user own list or service provider list or a list from user computer desk top, send message to selected mobile number(s).

6a/ ON & OFF option: This option is an automatic option to OFF or ON certain information and all related information. Example: In case we turn a doctor or department OFF the software will automatically block all related information and will send alternative message to related concerned persons

7a/ Time settings: This option will allow user to set the time according to his time zone

8a/ Import & Export options: these options will allow user to import and export information and reports from and to the software

b/ SEARCH:
Our search engine is based on filtering features and not just search by word. The filtering option allows the user to keep on filtering the searched information and not to search for each information separately. The following are some available search criteria
1b/ USER: Search existing user by name, by password, by registration date, by expiry date, etc…
2b/ Doctors, Departments, tec…: Search registered doctors or others by registration date, by specialty, etc…
3b/ Appointment booking and confirmation: Search by doctor, patient, specialty, time, department, etc …
4b/ Patient or visitors list and many other search criteria

c/ REPORTS:
Our reports are based on filtering features. The filtering option allows the user to keep on filtering the requested reports and there will be no need for him to go out of received report and ask for another report in case the information is not available in the first report.
All activities and information on the software are registered and cannot be expired or changed unless the admin of the software decides to eliminate certain registered information or activities.
1/ Appointment list (Doctor, Tailor, Stylist…)
2/ Appointment cancellation list
3/ Patient appointment list (Patient, visitor, clients, etc…)
4/ Appointment cancellation list (Patient, visitor, clients, etc…)
5/ Department appointment activities, etc…

ACCESS BY MOBILE:The access of software features and information from the mobile is allowed according to user level as it was mentioned in the paragraph of SOFTWARE USERS LEVELS, there are 5 or 6 levels of users. Therefore, each level has limited access to a certain features and information according to his user level. The following are some features which can be operated and some information which can be seen by accessing the software by mobile. The following information are chosen randomly and not by user level.

i. PATIENT

a/ Initial request for appointment
b/ Confirmation of appointment
c/ Cancel confirmed appointment
d/ Send comments

ii. DOCTOR, DPT MANAGER, TAILOR, etc…:

a/ Request of appointment list of selected day(s)
b/ Request to cancel an existing appointment(s)

SOFTWARE MAIN KEY FEATURES

The following are some key features from our software which were chosen randomly

a/ BOOKING SUB MENU
Through the main menu we can book manual appointments by inserting on BOOKING sub menu. Access is restricted to administration or reception department. Once the service is selected, the program will indicate/display the names and specialty of all the recorded personnel (example: doctors) in that particular service. After selecting the specialty and the personnel, we select the date. Once the date is selected and click the generate time button, the system will generate the available times in the particular personnel's Schedule. Once the date and time are selected, the user shall press confirm button. Once the appointment details are finalized a new window will appear and ask the user to confirm whether the client or visitor is a new or already registered with the establishment. In case the said client or visitor is new then the user has to submit mandatory fields such as first name, last name, gender, age, mobile no. Once these fields are completed the user can click save and check the appointment from the display screen.

b/ SCHEDULE LIST SUB MENU
This Menu will display the list of appointments (both set Manually and set by SMS). This Menu is restricted to the users of Admin and Reception only. Display the List of clients (Example: Patients and their related information in each department).Contain Edit and Delete options and is allowed for the users of Admin and Reception only. Search by Name, Patient ID, Age wise and Mobile Number
This data is allowed for admin level only. This data contains two sub menus.

c/ SERVICE
This sub menu enables the admin to add/edit/delete all service information (all treatment names)

d/ PERSONNEL MENU (Example: DOCTOR)
This sub menu can be used to add/edit/delete information related to personnel (example: Doctor) such as name, specialty, gender, mobile no, date of birth, email ID, signing in and signing out time. These fields are mandatory.

e/ SEARCH
Searches can be carried out in five categories:
By Department
By Service
By Patient
By Appointment Date
By Appointment Time
The above searches will produce appointment list record page based on categories.

f/ SIMULATOR
The Main Concept of this option is to get an idea about the final SMS as received in the mobile

g/ APPOINTMENT
To show details of a client (Example: patient)’s appointments. It is possible to search/filter/analyze patient data of an appointment.

h/ REQUEST
To show details of receiving requests of appointment messages (requested from mobile). It is possible to search/filter/analyze receiving data.

i/ REPLY
To show details of software replies messages to mobile. It is possible to search/filter/analyze reply data.

j/ GATEWAYS
This option was designed to select and define service SMS gateway. Feature reserved for super-admin level users only.

k/ SUBSCRIBER
To enable the super admin staff to add/edit/delete all subscriber information (Hospital information)