Launch Technology

The technology YNHH has enabled for patents to self-schedule is called Epic Open Scheduler. It lets new and existing patients schedule appointments via two widgets that are embedded on the Yale Medicine and YNHH websites.

Widget Use and Access

To use these widgets, there are three parts:

1. Access to display widgets:

   1. The widgets are restricted by website domain (meaning only traffic from a particular domain, like yalemedicine.org or dev.yalemedicine.org can display the widget).

   2. There is a Test and a Production version of the widget. The test widget enables the YNHH team to add “dummy” data to the system for testing purposes. The production widget shows real appointment data from Epic. Access needs to be granted to both widgets.

   3. Access is granted to the widgets by a specific Epic URL (unique to Yale Medicine) and a security key.

2. Appointment availability for providers:

   1. By default, the Epic widgets will show the next available appointment for the provider, no matter how far the future date is for the appointment. YNHH data suggests that 50% of patients who self schedule appointments further than 30 days in the future will cancel and not show up for the appointment. Epic offers an API (data feed) that will return a provider’s next available appointment.

   2. In setting up the website, we will first call the API to determine if the provider has appointment availability within the next 30 days. If they do, we will show the Epic widget with next available appointments. If they do not, we will show a message encouraging the user to call the Care Center for help scheduling the appointment OR click to view appointments available for other providers in the specialty.

   3. Access to the API requires the YNHH team to add the YM web servers to an “allow list”, create a security key, and provide several other security parameters that need to be included in the API call.

Access was fully granted by the YNHH team on September 16, 2022. Timeline available here.

Website Implementation

Prior to the October 1 Epic Open Scheduler launch, there is display logic on the Yale Medicine website to provide five different ways for patients to make an appointment. These five variants depend on the provider’s scheduling availability as determined by operational constraints:

1. Provider is not in the Care Center or online appointments and has a independent scheduler: https://www.yalemedicine.org/specialists/edouard_aboian

2. Provider is in the Care Center but does not participate in online appointments: https://www.yalemedicine.org/specialists/sonya_abdel-razeq

3. Provider accepts online appointments for new patients (through MyHealthDirect) and return patients: https://www.yalemedicine.org/specialists/arik_alper

4. Provider only accepts online appointments for returning patients. New patients must contact Care Center: https://www.yalemedicine.org/specialists/hardik_amin

5. Provider only accepts new patients via online appointments. Return patients must contact Care Center: https://www.yalemedicine.org/specialists/joachim_baehring

Open Scheduler Launch

When Epic Open Scheduler launches on YaleMedicine.org, we will adjust the display logic for those providers who accept online appointments for new and/or return patients to directly display their appointment availability on the website.

We are assuming that every provider in Epic Open Scheduling (new patients) is also in Epic Direct Scheduling (return patients) so that we can show one view into their appointment availability. Awaiting confirmation from YNHH team.

Using the API and the Widgets, we’ll update provider profile pages (https://www.yalemedicine.org/specialists/arik_alper) and the “Book an Appointment” link on department pages (https://www.yalemedicine.org/departments/pediatric-gastroenterology-and-hepatology)to show open scheduling. Designs are available here.