Online appointments system
The coronavirus pandemic highlighted the need to use technological tools to reduce the circulation of the population. Online appointments represent a more efficient organization in the management of procedures in public institutions to avoid the agglomeration of people in reduced spaces.
In this context, multiple public organizations in Ushuaia implemented this system that integrates the specific needs of each institution and facilitates users the possibility to make their appointments in a simple and fast way.
The online appointments system allows institutions to manage centralized appointments on a single platform, design their time availability, send confirmation e-mails, monitor online the appointments given for each day, call users in the waiting room through a screen and even generate statistics, among other functions.
- Technological versatility: it is easily implemented within the municipality’s website and adapts automatically when people access it with a phone or a computer.
- No infrastructure costs: the system is incorporated into the municipality’s website but runs on our servers, so it does not involve any extra investment in infrastructure or additional resources.
- Quick implementation: in a matter of minutes the system is configured and available for use.
- Reliable platform: our system is used daily by hundreds of people requesting appointments in different public agencies.
- Everything is organized more easily: after implementing the system, the change in the institutional organization is quickly perceived, employees work more comfortably, people come on schedule and are attended punctually. Satisfaction is higher.
- Available for multiple areas: once the platform is launched, any area in the organization will be able to generate its own “turntable” so that citizens can conveniently book their appointments.
Management system for staff
The management system allows:
- Office management: the service personnel will be able to create public service offices (e.g. transit, bromatology, revenue, etc.) with a number of service and information positions of interest.
- Procedures management: in this section you can create procedures belonging to an office. For example, in transit there could be procedures for driver's license renewal, for first time license application, for obtaining a professional license, etc.
- Schedule of procedures: each defined procedure can have its own schedule (e.g. to offer appointments only on Wednesdays and Thursdays from 10 a.m. to 12 p.m.).
- Appointments: once the schedule of procedures has been defined, the different offices may begin to attend to those who attend their appointments.
Online appointment request
Once the system is up and running, people can start requesting appointments from their phone or computer by logging on to the organization's website.
The system is prepared for people to make appointments using a computer or a telephone, our statistics tell us that 85% of people get their appointments with a telephone, while only 15% do it with a computer. After indicating the procedure and the date of interest, the person must choose an available time slot. As the schedules for a particular day are sold out, they are no longer offered.
At the end of the application process, the user receives an email with the agreed date and time, as well as detailed information on the requirements of the process and the documentation to be submitted to carry it out.
Call display located in the office
The system also offers the possibility of calling people by displaying information on a screen (a smart TV or connected to a computer) that can be located in the waiting room or in the corridors. This provides real information on delays and the next people to be served, avoiding crowds and maintaining social distancing.