The Challenge
Managing doctor shift schedules in a large hospital with 12 different clinics (morning, evening, and special) was a complex and exhausting process. Manual shift distribution took hours and did not ensure fairness among doctors, with difficulty considering preferences, vacations, and job ranks.
Smart Scheduling Engine
AI-powered engine built on +500 lines of Google Apps Script automatically assigns doctors to 12 different clinics considering: job rank, day and clinic preferences, maximum sessions, vacations and absences, and fair shift rotation.
Multi-Device Interface
Built on AppSheet to work efficiently on all devices. Clear and organized display of weekly schedules with distinct colors for each doctor for easy visual identification.
Comprehensive Doctor Management
Advanced doctor data management system including: job rank (from trainee to department head), maximum sessions, clinic and day preferences, unavailable days, shift preferences (morning/evening), and training status. All this data is used in the smart scheduling algorithm.
Clinics & Coverage
The system manages 12 different clinics distributed as: 4 morning clinics (22, 23, 24, 18), 4 evening clinics (Evening 22, 23, 24, 18), and 4 special clinics (Virtual Clinic, Trainer, OR, OR Trainer). Each clinic has specific working days, and the coverage system provides a list of available backup doctors.
Vacations & Attendance
Complete system for tracking doctor vacations (start and end dates) and daily attendance. The scheduling algorithm automatically verifies this data before assigning shifts to ensure no doctor on vacation or absent is scheduled.
Advanced Features
Smart Algorithms:
Fair Distribution: System calculates sessions per doctor and selects the least busy to ensure fair distribution.
Priority System: Ranking doctors by position (trainee, resident, specialist, consultant, department head) for appropriate assignments.
Automatic Rotation: Swaps doctors between morning and evening shifts weekly or bi-weekly automatically.
Time-Based Automation: Trigger runs every Tuesday at 9 AM to create next week's schedule automatically.
Smart Verification: Checks availability, vacations, absences, and working days before assignment.
Quality Evaluation: System generates multiple options and selects the best based on multiple criteria.
Results & Impact
Complete transformation from manual scheduling to smart automated system:
• Saved 95% of time spent on manual scheduling
• 100% fair distribution among doctors
• Zero errors in assignments
• Full consideration of doctor preferences and vacations
• Weekly automatic scheduling without human intervention
• Complete satisfaction from doctors and management
The system currently serves a medical department with over 15 doctors across 12 different clinics.