Senior Design, Spring 2001

Pediatric Dental Office Simulation: Patient Scheduling System

Presented By:

Erin Hopper

Meagan Simmons

Abby Sly

Senior Design, Spring 2001

The Problem

Dr. Roy Green of Ft. Myers, Floridaapproached our team to evaluate theefficiency of his current block schedulingsystem with regards to:

Chair Idle Time

Server Idle Time

Patient Waiting Time

Senior Design, Spring 2001

The Current Problem Scenario

Patient Volume

Staff Resources

Chair Use

Procedure Distribution (Dr. Hours)

Senior Design, Spring 2001

The Current Problem Scenario: Categorization of Procedures

• RC : Regular Check-up

• OP : Regular Restorative

• PM: Oral Sedation

• IM : Intra-muscular Sedation

Senior Design, Spring 2001

The Current Problem Scenario: Block Scheduling

Horizontal

Treatment Dependent

Deterministic

Dynamic

Sample Dentist Sample Hygienist

LUNCH BREAK

Senior Design, Spring 2001

Block Scheduling ExampleChair 1 Chair 2 Chair 3 Chair 4 Chair 5 Chair 6

LUNCH BREAK

Senior Design, Spring 2001

Approach to Problem• Using ProModel simulation software, we created

the current block scheduling system used by Dr Green’s practice.

Monday Tuesday Wednesday Thursday FridayA.M.Doctors 2 2 3 2 2Hygenists 6 6 6 6 6Doctor Chairs 2 2 3 2 2Hygenist Chairs 4 4 3 4 4

P.M.Doctors 2 1 2 2 1Hygenists 6 6 6 6 6Doctor Chairs 2 1 2 2 1Hygenist Chairs 4 5 4 4 5

Senior Design, Spring 2001

Assumptions in Model Creation

Patient Arrival

Staff Behavior

1/1/1 Ratio

Independent Sessions

Emergencies

Senior Design, Spring 2001

Influential Historical Data

Variability within Procedure Time

Variability due to Dentists

Distribution of No-Shows

Senior Design, Spring 2001

Simulation FlowchartWaiting Room/

Entrance to Office

Decision on

Chair

Exit Office

Chair 1 Chair 2 Chair 3 Chair 4 Chair 5 Chair 6

Dentist/HygienistHolding Area

Senior Design, Spring 2001

Simulation Snapshot

Please stand by for a demonstration of the Simulation Model built on ProModel®…

Senior Design, Spring 2001

Results of Current Scenario:Chair Idle Time

Comparison of Chair Idle Time

0

10

20

30

40

50

60

Day of the Week

Chair Idle

Tim

e (

%)

Dentists

Hygienists

Senior Design, Spring 2001

Results of Current Scenario:Resource Idle Time

Comparison of Resource Idle Time

0

10

20

30

40

50

60

Monday Tuesday Wednesday Thursday Friday

Day of the Week

Res

ou

rce

Idle

T

ime

(%)

Dentists

Hygienists

Senior Design, Spring 2001

Results of Current Scenario:Patient Wait Time

% Occupancy of Waiting Room

% of Patient Time Spent Waiting

93.45%13.28%

Senior Design, Spring 2001

Sensitivity Analysis: 3 Scenarios

Scenario (1): Addition of an Extra Dentist

Scenario (2): Addition of an Extra Chair

Scenario (3): Addition of both an Extra Dentist and Chair

Senior Design, Spring 2001

Results of Varying the Model:

-80

-60

-40

-20

0

20

Ch

ang

e fr

om

In

itia

l Mo

del

(%

)

Dentist ChairIdle Time

Hygienist ChairIdle Time

Dentist IdleTime

Hygienist IdleTime

Wait RoomOccupancy

% Change in Statistics from Three Scenarios

Scenario 1 Scenario 2 Scenario 3

Senior Design, Spring 2001

Recommendations

Best Scenario:

ADD A DENTIST• Decrease in Dentist Idle Time

• Decrease in Chair Idle Time

• Decrease in Patient Waiting Time

Senior Design, Spring 2001

Critiques

Account for:• Patient Volume

• Pediatric Dentist Duties

• Appointment Call-In Procedure

Senior Design, Spring 2001

Conclusions

We feel our recommendation of incorporating

another pediatric dentist in Dr. Green’s

practice will improve the quality of patient

care while increasing profitability.

Senior Design, Spring 2001

Thanks

• Dr. Green

• Baylor Health Services

• ProModel Technical Support