Overview
Figure 1. The Capacity Explorer
The Capacity Explorer is primarily used by Telemedicine organizations to identify gaps in coverage across different license areas, which can be based on location, specialty, or other delineations.
It updates in real-time as the schedule is modified. Users can filter the data by date, start and end times, days of the week, licenses, gaps, and notes to help navigate and interpret the data.
Configuration
It compares the number of credentialed providers assigned to the schedule with the coverage requirements set in the Credentialing and Licenses module in the Intrigma Scheduling System (ISS). Before you can use the Capacity Explorer, you must have it enabled in your organization’s Intrigma account.
Licenses can be attached to qualified Users from the Credentialing and Licenses tab within the Settings window.
Figure 2. Adding Credentials and Licenses to Users
Breaks are the time intervals throughout the day when the system will evaluate coverage gaps within license areas. By default, Breaks are set to occur every hour. If you prefer to use a different Break frequency, Intrigma’s Customer Support can assist with changing it for you.
Once Credentials and Licenses are set up and attached to Users, click the bar chart icon on the right-side panel to open the Capacity Explorer.
Figure 3. The Capacity Explorer menu icon
Walkthroughs
Navigating the Capacity Explorer
The default view of the Capacity Explorer displays data for the entire scheduling Period that is currently selected, this is shown in the toolbar at the top. As you switch between Periods, the Capacity Explorer will update to reflect this data.
Various filtering options can be used to hone in on the data for specific portions of the schedule, or potential issues in coverage.
Data is tracked for each license and qualification on a daily basis— if you have four (4) licenses and credentials, there will be four rows for each day in your schedule. Within each row, data is presented as described below.
Figure 4. The number of rows for each day corresponds to the number of credentials and licenses.
By default, the Capacity Explorer displays the following columns:
Date: Each calendar day of the currently selected period.
Day of the Week (DoW)
License: Displays the name of the Specialty or State covered by each license.
Admin Notes: An editable field to leave additional information about the credential and/or license, for other scheduling administrators to see.
Scheduler Notes: An editable field to leave additional information about the credential and/or license, for other scheduling administrators to see.
Note: The Admin and Scheduler Notes columns may be hidden by clicking the ellipsis icon on the topmost right of the Capacity Explorer, then toggling the columns that you’d like to hide.
Gaps: the number of hours during the day when the count of credentialed users on the schedule is less than the Coverage Requirement for a License.
Capacity Explorer Filters
Since the Capacity Explorer covers a large amount of data, you may narrow down the view to display relevant portions that may need to be addressed by using available filters.:
Date ranges
Start and end times
Days of the week
Licenses
Gaps
Notes
Figure 5. The Capacity Explorer Filters
To filter records in the Capacity Explorer:
Click the All Filters button at the top right.
To filter by date range, click the Calendar button to the right of the date field, select the inclusive dates to be filtered, and click Apply.
To filter by start and end times, select the times from the Start and End time dropdown lists.
To filter by Days of the Week, toggle the desired days.
To filter by licenses, select one or more licenses and credentials from the Licenses list.
The By Groups option at the bottom of the window allows you to select multiple licenses and credentials at once. These groups are maintained via the Add Filtering Groups sub-tab under the Credentialing and Licenses tab in the Settings window in the ISS.
To filter by Gaps, select from among the following options before specifying a number:
Exactly: retrieves data where there are Gaps equal to the number that is set.
No More Than: retrieves data where the number of Gaps is less than or equal to the specified number, e.g. if number is set to 3, only the rows with 3 or fewer Gaps are shown.
No Less Than: retrieves data where the number of gaps is at least the specified number of gaps, e.g. if number is set to 3, only the rows with 3 or more Gaps are shown.
Between: retrieves data where the number of Gaps is contained within the specified range (inclusive). For example, if the range is set to between 2 and 4, entries with Gaps equal to 2, 3, or 4 will be displayed.
To filter by notes added to credentials and licenses by administrators and schedulers, check the Show only with Notes box at the bottom of the All Filters window.
Click Show to refresh the Capacity Explorer and display only the data that meet the defined criteria.
Figure 6. Example of selecting dates in the Capacity Explorer
Excluding a Shift Type from the Capacity Explorer Calculations
While all shifts with assigned providers are included by default when the Capacity Explorer calculates coverage gaps, you may exclude any shift from these calculations when required. However, you must use the ISS for this.
In the Settings window in the ISS, select the Shift Types tab.
Select the shift type you want excluded from the Capacity Explorer from the list on the left.
Click the Applicable Rules tab.
Under the Assignments calculation section at the bottom, select Exclude from Capacity Explorer calculations.
Figure 7. Excluding a Shift Type from the Capacity Explorer calculations
Exporting Capacity Explorer Data and Sending the File via Email
Additional analytics and visualizations can be constructed using Capacity Explorer data by exporting it into .XLS format and sending it to an email address of choice.
To export the Capacity Explorer to Excel and send the file via email in the ISS:
Under the File menu on the ISS, select Export, then Capacity Explorer.
On the Export Document to Email dialog, your name is selected by default on the User List.
Click the Send button to send the Capacity Explorer data in .XLS format to yourself, or continue to Step 4 to send the Capacity Explorer data to another email address.
Either select another name from the list or the option button below, then enter the email address you want to send the data to. To send the data to more than one email address, separate email addresses with a comma.
Figure 8. Exporting the Capacity Explorer data to .XLS format
Related Features
Credentialing and Licenses: Allows management of licenses and qualifications of your providers.
Patient Volume Planner: Compares Expected Patient Volume (expected number of patients in a measurable amount of time) with Total Provider Productivity (number of patients a provider can manage in a measurable amount of time).
Tracker: Displays a statistical overview of the assignments within the period and year to date.
More information about these features are available in the Intrigma KB. If they are not available to your organization, but you want them enabled, contact [email protected], or reach out to your representative.