PROPOSED PROJECT
Clinic Schedule Planner
Help clinic managers plan appointments using past bookings, visit lengths, staff schedules, and available rooms. Show where sessions tend to overrun and compare possible schedules before the team changes any bookings.
The same six visits. Time placed where it is needed.
09:00–12:00 / three hours
1 clinician · 1 room
150 minutes booked + 30 minutes unallocated at the end.
160 minutes of visits + two 10-minute buffers.
Plan the session.
Then review the trade-offs.
A fictional clinic has one clinician and one consultation room available from 09:00 to 12:00. Its current template gives six visits 25 minutes each. Using illustrative planning values of 40 minutes for a first visit and 20 minutes for a follow-up, the same two first visits and four follow-ups need 160 minutes. The proposed template fits those visits plus two 10-minute buffers into the 180-minute session. No appointments are added or moved by this study.
WHAT IS USUALLY DONE
A clinic uses the same appointment length for every visit and discovers the mismatch during the session. Longer visits push later arrivals back, while staff breaks and room limits live in separate calendars. Managers change bookings without a clear way to compare the whole session first.
WHAT SOVRUN CAN DO FOR YOU
Sovrun would build a schedule planning workspace from the clinic’s past visit lengths, staff availability, room capacity, and booking rules. Managers compare the current template with a proposed one that gives different visit types appropriate time and preserves agreed buffers. AI helps organize inconsistent visit labels and explain the differences; scheduling rules and calculations determine whether a plan fits. The manager reviews the proposal before changing any appointments.
Show the assumptions.
Account for the whole morning.
Sample visit lengths inform the comparison; they do not dictate a clinical decision. The manager sees which records were usable, how the proposed minutes were allocated, and whether the room and clinician are available.
Current slot: 25 minutes
Proposed slot: 40 minutes
Current slot: 25 minutes
Proposed slot: 20 minutes
- 3 excluded
- Missing end time
- 1 excluded
- End precedes start
Excluded records stay visible. Missing visit lengths are not estimated.
A complete three-hour session.
Clinician A · Consultation 1
Both available 09:00–12:00
A plan to discuss.
Before a calendar is changed.
The expected result is a transparent scheduling proposal, with enough detail for the team to judge whether it is suitable. Waiting-time or overrun improvements would need to be measured in a real trial.
Start with usable data.
- First visits
- 12 records · median 40 min
- Follow-ups
- 24 records · median 20 min
- Excluded
- 4 records · reasons retained
The minutes add up.
Review before rescheduling.
- Appointments
- 6 retained
- Resources
- 1 clinician / 1 room
- Proposal ends
- 12:00
- Decision
- Manager review pending
How we’d make it happen.
Check the history and the limits
Separate usable visit times from missing or inconsistent records. Confirm visit categories, staff hours, room availability, breaks, and which appointment durations the clinic is willing to test.
Compare complete sessions
Build proposed blocks using the approved durations and resource rules. Calculate total visit time, buffers, end time, and any conflicts for each candidate without touching the live calendar.
Review before changing bookings
Show the manager the differences and underlying assumptions. Clinical staff assess suitability, then the team handles any approved booking changes through its existing process and measures the trial.
Where AI helps
Language models map inconsistent booking labels to a clinic-approved visit list and draft explanations linked to the source records. Visit-length summaries are calculated from usable timestamps, with missing and excluded records shown separately. A scheduling solver checks staff hours, room occupancy, break rules, and buffer time. Model-written explanations cannot override a conflict or turn a proposed schedule into a confirmed booking.
What people approve
The clinic manager approves visit categories, planning assumptions, staff availability, room requirements, and minimum buffers. Clinical staff decide whether the proposed durations are suitable; historical medians are planning inputs, not instructions to shorten care. Managers review patient needs and contact any affected people through the normal booking process. The tool never changes existing appointments or prioritizes patients on clinical grounds.
What we’d need to start
- De-identified past bookings with visit types and usable start and end times
- Staff schedules, room availability, breaks, and visit-specific resource requirements
- Current appointment templates, planning rules, and the manager’s comparison criteria
How we’d test it
Test overlapping appointments, unavailable rooms, staff breaks, missing timestamps, and visit types that need different resources. Reconcile every proposed block to the session’s start and end time. Verify that no conflict disappears from the display and that excluded records remain visible. Compare actual waiting and session overrun in a controlled trial before claiming improvement; do not infer a guaranteed benefit from the sample schedule.
Prepared for Healthcare & wellness. We would agree on the work after reviewing your brief, materials, and requirements.
This is a proposed project, not completed client work. The visuals and numbers show example outputs, not measured results.
