Custom, agile scheduling solutionsolves admin headache

Case Study: University of Limerick Graduate Entry Medical School

Background

Challenge

Innovative, dynamic medical programme

Frequent, short notice class re-scheduling

The Graduate Entry Medical School (GEMS) at the University of Limerick, Ireland is an innovative,

dynamic programme. Students move around multiple campuses, hospital and general practice

locations, with much of the teaching being provided by professional physicians and surgeons.

The clinicians’ schedules sometimes changed due to last minute emergencies; classes were delayed

or postponed; causing an administration headache for college staff and students. Classes needed

to be re-scheduled and it was difficult to find a time that suited everyone, and facilities needed to

be re-booked. As the standard university scheduling system could not accommodate such frequent

changes email and excel spreadsheets were used. This system was becoming unreliable as student

numbers increased; errors were common and both clinicians and students were getting frustrated.

Solution

Result

Custom, online notification and scheduling system

Action Point really got to grips with our particular problem and created a very neat solution for a core GEMS function - better serving both staff and students.

Administration headaches reduced. Staff and students better served.

Action Point identified GEMS needs and planned, designed and built a custom, online notification and

scheduling system. All existing data was pulled in and various rules applied; the system stood inde-

pendent of the university’s main system and removed the need for manual data entry and storage

techniques. Any change in a schedule now resulted in an automatic notification going to students via

text and email.

- Josephine Lynch, GEMS, University of Limerick

The administrators estimate that the new system has probably cut the time they were spending on notifications and scheduling by 80%. Both clinicians and students are better served and facilities are being used more efficiently as changes are immediately notified to all. GEMS now have a notification and scheduling system built for their unique needs, fully tested, easy to maintain and ready to scale as required.

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