Scheduling Solution

The Vendor is required to provide scheduling solution system that supports multiple clinics with their own appointments, automate notifications, and integrates with their current case management system.
- System requirements
1. Security and platform
•    Web-based system accessible via standard browsers with act level security, website accessibility compliance (WCAG 2.1 level AA accessibility), and any other applicable standards. 
•    Support two authentication methods: (1) single sign-on (SSO) via la county azure active directory for all internal users; and (2) a secure, standalone login for external clinic users who are not part of la county azure active directory. 
•    Data at rest stored exclusively within the country. 
•    SSL and TLS encryption for all data in transit. 
•    Documented disaster recovery and backup plan.
2. Calendar management
•    Multi-clinic support: ability to manage distinct schedules for minimum of 25 clinic locations with different operating hours. 
•    Configure booking form: allow program admins to configure custom fields on the booking form. Custom fields must support common input types including text, dropdown, date, and checkbox. 
•    Calendar visibility: the system shall restrict appointment management and visibility exclusively to the department that created the parent record in program case management system; all other departments must be blocked from access. 
•    FFL separate calendar: fitness for life (FFL) appointments must use a dedicated calendar that is fully separate from OME-pepo calendars even if they are same clinic.
3. Scheduling configuration:
•    Appointment time slots must display in 15-minute increments (e.g., 8:00, 8:15, and 8:30). 
•    Clinic staff must be able to set a custom appointment duration per slot required for each exam 
•    System must display the availabilities to users only after exam types and specific clinic location have been selected. 
•    Clinic must be able to configure the number of concurrent appointments available per time slot. 
•    Setting a capacity of 3 for 8:00 am must allow three separate appointments to be booked at that time before the slot closes. 
•    Appointment slot availability must update in real time. 
•    A slot must be removed from the available pool immediately upon booking confirmation or cancellation and returned to the available pool immediately upon cancellation.
- Scheduling rules
1. Appointment status: 
•    System shall provide a minimum of three distinct appointment statuses: scheduled, canceled, and rescheduled. 
•    Status must update in real time upon any user action and sync the status to program case management system.
2. Booking constraints:
•    OME -pepo appointments must be limited to one active appointment per our case management’s record number.
•    The system must check the record number at the time of booking and block booking if one exists. 
•    FFL employees may hold only one active appointment at a time. 
•    When an employee attempts to book a second FFL appointment, the system must display an error message and block the booking.
3. Rescheduling and cancellation rules:
•    Department staff must be able to reschedule appointments for their applicants at any time with no time-based restrictions. 
•    Applicants who self-booked their own program - pepo appointment must be able to reschedule or cancel their appointment. 
•    The system must not present a reschedule or cancel option to applicants whose appointment was booked by a department on their behalf.
- Notification rules:
•    The system must send an automated booking confirmation email upon submission and a 24-hour appointment reminder to the applicant or employee by both email and text. 
•    The notifications must include the clinic name, full clinic address, appointment date and time, and clickable links to applicable questionnaire. 
•    First-time booking confirmations and rescheduling notifications must be sent as an email to the clinic and as both email and text to the applicant or employee. 
•    The email content for first time booking and rescheduling will be different. 
•    Booking confirmation emails must include cancellation links and instructions. 
•    Cancellation notifications are send to all applicable parties, regardless of who initiates it. 
•    For occupational mandated examination (OME)-pepo appointments booked by the department on behalf of an applicant, the confirmation email must not include a reschedule link. 
•    The rescheduling link must only appear in confirmation emails for appointments the applicant self-booked.