1. HAWKS
- a pre-consultation kiosk for patients with URTI
Pilot - Woodlands Polyclinic
Phase 1 ( May 2012 )

2. Managing the load : lane traffic ?
 Over 650 walk-ins a day
 Almost 150 – 200 of them having URTI
 What if we separate them, send them to 2 or 3
rooms ? They would be seen faster, and leave
the clinic faster.
 Better yet, what if I could pass on the information
I get from them ( while segregating them ) to the
end user : the doctor ? More time saved !

3. Screening and Registration Recipe Card
# Work Sequence Standard
1 Screen at ATT Kiosk Ask Pt:
1. Sir / Mdm, do you have Cough, Cold, Flu, Fever, Sore Eyes or Diarrhea?
2. If Pt has Flu, Fever, Sore eyes or Diarrhea scan IC for Q ticket & direct to Screening 1
Station
2 Screening 1 Station (URTI Symptoms / Diarrhoea / „Sore Eyes‟ Patient ONLY)
1. Check Temperature
2. Write temperature on Q Ticket
3. Handoff Pt to Screening Staff
3 Screening 1 Declaration Ask Pt:
1. Are you here for a Referral or Long Term Medication
2. Any Cough, Running Nose or Sore Throat
3. Any Fever
4. Any Diarrhoea
5. Any „Sore Eyes‟
6. Does he need a Medical Certificate (If no, refer to OTC)
Direct Pt to Waiting Area & wait for Reg Counter 1 or 2 to call.
4 Exchange 2XXX with 5XXX Exchange Queue Ticket
1. Patient eligible for Blue Cluster to exchange 2XXX Queue number with a 5XXX
2. Staple a 5xxx number together with the 2xxx number. Ask patient to hold on to a
duplicate 5xxx Q number.
3. Ask patient to drop off the stapled 2xxx and 5xxx on a tray at the dedicated counters
4. Ask patient to wait for his 5xxx number to call to be registered.

4. Recipe Card (Cont.)
# Work Sequence Standard
5 Registration Counter Ask Pt:
1. Call 5xxx Pt on Q panel
2. Collect Pt 5xxx Q ticket
3. Pt Identifier
4. Sir/Mdm I‟m going to ask you some questions to make your Dr visit smoother
5. Do you have any other complaint that requires attention by the Dr?
6. Are you here to request a hospital referral?
Patients who answer YES to 5 or 6, assign to normal acute cluster Dr
6 Reg – URTI Patients Ask Pt:
1. Have you had fever for more than 4 days?
2. Have you had fever >38C during this illness?
3. Do you have Diabetes, Stroke, Heart or Lung Disease or are you taking any medicine for cancer?
4. Any history of Asthma?
5. Document all information into PSA template
7 Reg – Keying into Enotes Enotes
1. Copy & Paste Standard Template into Pt‟s Enotes Free Text
2. Edit the information in the template according to the answers given by the patient
3. Save the information keyed into Free Text
8 Reg - Closing 1. Assign Patient to Blue Cluster Dr
2. Print out Service Chit
3. Give Patient Service Chit
4. Direct Patient to L2 Blue Cluster

5. Project Overview
 A self-help kiosk for patients to
 Answer basic health questions relating to medical history and
clinical symptoms related to URTI
 Measure vital signs
 Upon patient being called, transfer all answers directly into
doctors electronic notes
 Future Application
 Allow remote consult during pandemic outbreaks
 Allow patient education to take place and improve health literacy
level

6. Current Condition

7. Proposed Flow (Pilot Phase 1)
Q-Ticket Staff registers Dr sees patient,
Patient Patient scans / generated Patient waits
Does and assigns prescribes
presents at keys in MRN (2XXX Counters 3-5
patient has patients to medication and
Pre-Reg No. Series) N for
URTI? Non-URTI enters consult notes
Kiosk Registration Cluster in Aurora
Y
Patient issued 5XXX
series Q-No and waits
for Dedicated Reg
Counters 1-2
Counters 1-2 calls 5XXX Q-
No. to register/assign patient to End
Rms 46-47 “Blue Zone” and
directs patient to HAWKS
Kiosk Patient goes to
Pharmacy for
prescription/payment
Patient begins
answering HAWKS
Kiosk Questions
End
Changes made
HAWKS Kiosk Patient is sent back
in Pilot Phase
determines if patient to Counters 1-2 to
eligible for “Blue be reassigned to
N another cluster
Zone?”
Note: Y
1. Patient has to be registered for visit
Patient’s “Blue Zone” Doctor calls
info to be “fired” to all downstream Patient proceeds to
interfaces. Temperature/Weight patient and opens patient’s
taken by HAWKS wait at “Blue Zone” clinical notes with
2. 5xxx series number acts a sequencer Kiosk and Data waiting area for HAWKS data and
for dedicated Registration gathered from Kiosk Consultation. proceeds with consultation.
3. Kiosk would be aided by a HA during flows to Aurora
initial pilot phase.

8. Workflow – simplified view
Patient Obtains No. from ATT Patient has to
be registered
before data
from kiosk
can flow to
Other Aurora
Complaints
Waits for Registration
PSA asks for purpose of visit with General Pool
URTI
Complaints
Dedicated PSA Sent to Passes Acute VSM Criteria Maintains room
Registration &
assigned to Acute
Hawks assignment and consults
Kiosk Acute VSM Doctor
VSM Doctor
Fails Acute VSM Criteria,
sent back to PSA &
reassign to Acute Cluster

9. HAWKS Kiosk Questionnaires
Reiteration Question
1) DO YOU HAVE COUGH, RUNNY NOSE, SORE THROAT
WITH/WITHOUT FEVER ? ( Yes - Proceed. No - Exit from kiosk flow )
Exit Questions
1) DO YOU HAVE ANY COMPLAINTS OTHER THAN COUGH/RUNNY
NOSE/SORE THROAT +/- FEVER ? ( No - Proceed. Yes - Exit from kiosk
flow )
2) DO YOU NEED A REFERRAL OR DO YOU NEED TO 'TOP-UP' YOUR
(CHRONIC) MEDICINES ? ( No - Proceed. Yes - Exit from kiosk flow )
3) ARE YOU PRESENTLY TAKING ANY MEDICINES/INHALERS FOR
ASTHMA ? ( No - Proceed. Yes - Exit from kiosk flow )

10. HAWKS Kiosk Questionnaires
Actual data gathering at the Kiosk
(Data has to flow in sentence format to “Subjective Section” of the Doctors eNotes)
1) DO YOU HAVE COUGH ? IF YES, FOR HOW MANY DAYS ?
2) DO YOU HAVE RUNNY NOSE? IF YES, FOR HOW MANY DAYS ?
3) DO YOU HAVE SORE THROAT ? IF YES, FOR HOW MANY DAYS ?
4) DO YOU HAVE A FEVER ? IF YES, FOR HOW MANY DAYS ?
5) DID YOU CHECK YOUR TEMP AT HOME ? WHAT WAS THE
MAXIMUM TEMPERATURE DURING THIS ILLNESS? ____
6) PRESENT TEMP ___ C

11. Appearance in „e-notes‟
 Final appearance by Phase 2 would be grouping of
symptoms according to duration, with longest mentioned
first; for eg :
“ Runny nose and Cough for 4 days”
“Sore throat for 2 days”
“Fever for 1 day”
 Another example:
“Runny nose and Sore throat for 3 days
No cough. No fever.”

12. Timeline
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13. Phase 2 and ongoing
 HAWKs Kiosk to be interfaced with ePOS to
assign patients to appropriate consultation
clusters/rooms without human intervention.
(Future State)