🏥 VA Telehealth Room Booking Solution

Last Updated: 2025-12-02

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🚀 VIEW LIVE INTERACTIVE OVERVIEW →

Comprehensive v0.3.3 Project Documentation – Interactive HTML overview with collapsible architecture sections, technical metrics, screenshot gallery, roadmap, and accessibility features (high contrast mode, keyboard shortcuts). Best viewed in browser for full functionality.

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🎯 Executive Summary

Ready-to-Deploy VA Solution Package – Transform manual Excel telehealth room scheduling into an enterprise-grade automated system. This Microsoft Power Platform solution eliminates double-booking conflicts, reduces administrative overhead by 15+ hours per week, and delivers real-time analytics for operational optimization.

Core Application Components

• 📱 PowerApps Canvas Application: 18 user-friendly screens with mobile-responsive design
• ⚡ Power Automate Workflows: Automated approval routing and notification systems
• 📊 SharePoint Data Platform: Secure, auditable data storage replacing Excel files
• 📈 Power BI Analytics: Executive dashboards and ROI tracking
• 🔧 Migration Tools: Automated PowerShell scripts for seamless Excel-to-SharePoint conversion

Business Impact & ROI

• ✅ 15+ hours/week administrative time savings
• ✅ 100% elimination of double-booking conflicts
• ✅ Real-time visibility into room utilization and availability

Built by VA Staff, for VA Hospitals – Developed and validated at Edward Hines Jr. VA Hospital to address VA-specific workflows, compliance, and multi-building coordination. Deploy with minimal customization using the curated source + automation toolkit.

Security & Compliance

• ✅ VA Government Cloud: FedRAMP High authorized infrastructure
• ✅ HIPAA Compliance: Healthcare data protection and audit trails
• ✅ Single Sign-On: Seamless integration with VA Active Directory
• ✅ Role-Based Access: Granular permissions for staff, coordinators, managers
• ✅ Audit Logging: Complete tracking of all scheduling activities

Current Release (v0.4.1 � December 2, 2025) � Builds on v0.4.0 by fixing run-after logic in the Reservation Expirations flow and cleaning up superseded flow artifacts in the repo to match the current workspace.

What�s New in v0.4.1

• Reservation Expirations Run-After Fix: Updated the weekday expiration branches (Condition(IfMonday)��Condition(IfFriday)) in 578TeleHealthSched_ReservationExpirations so they execute after upstream delays when those steps are either Succeeded or Skipped, ensuring the TelehealthMasterSched_CombiTable rows are reliably reverted at expiration time.
• v0.4.1 Flow Export: Checked in the corrected expiration flow definition under src/power-automate/ReservationExpirations/v0.4.1/.unpacked/, making v0.4.1 the authoritative version of the reservation cleanup automation.
• Workspace Cleanup & Archival: Removed superseded .unpacked and .zip artifacts for older Reservation Expirations and ReservationRequest flow versions that were moved to archival locations, keeping the public repository aligned with the streamlined local workspace structure.

For full release history and technical details, see CHANGELOG.md.

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� Quick Navigation

Area	Purpose	Link
Architecture	High-level system stack	Solution Architecture
Gallery	Visual tour of app & flows	Screenshot Gallery
Implementation	Deployment steps & timeline	Quick Implementation Guide
Technical Metrics	Component counts & maturity	Technical Inventory
Release Status	Roadmap & phases	Current Technical Status
Features	Core scheduling capabilities	Hospital-Specific Application Features
Compliance	Security & governance	Security & Compliance
Source Code	PowerApps / Flows / Lists	src/
Data & Assets	Images, Excel, BI	assets/
Automation Scripts	Tooling & migration	scripts/ / src/pwsh/

🖼️ Screenshot Gallery (v0.3.3)

Overview of key system views (captured Oct 2025).

Screenshot	Description
Landing Screen	Personalized snapshot of current reservations, quick navigation tiles, and building selector for multi-location context.
Dynamic Schedule Grid	Interactive week matrix displaying real-time availability and conflict-prevention indicators for rapid booking decisions.
SharePoint Master Schedule	Centralized list of cross-building reservations with audit-friendly metadata and export options for reporting.
Approval Flow Architecture	Power Automate multi-branch workflow with parallel notification dispatch and escalation logic.

📸 Full gallery with screenshots: View the interactive documentation page for embedded images and detailed architecture diagrams.

🚀 Quick Implementation Guide

👉 View Interactive Project Overview – Comprehensive v0.3.3 documentation with executive summary, architecture deep-dive, ROI analytics, and roadmap

👩‍💻 Ready-to-Deploy Package Includes:

• Complete PowerApps application source code (v0.3.3)
• Automated deployment scripts and migration tools
• SharePoint list templates and configuration guides
• Power Automate workflow definitions
• Comprehensive documentation and training materials
• Power BI analytics dashboards and reports

🔧 Technical Architecture

Application Stack

🏥 VA Hospital Infrastructure
├── 🔐 Azure Active Directory (Authentication)
├── ☁️ Microsoft Government Cloud (Hosting)
├── 📱 PowerApps Canvas App (User Interface)
│   ├── 📋 Room Booking Screens (8 screens)
│   ├── 👥 User Management Interface (4 screens)
│   ├── 📊 Reporting & Analytics (3 screens)
│   └── ⚙️ Administration Panel (3 screens)
├── 📊 SharePoint Lists (Data Layer)
│   ├── 🏢 Room Master Data
│   ├── 📅 Booking Requests & Reservations
│   ├── 👤 User Roles & Permissions
│   └── 📈 Analytics & Audit Logs
├── ⚡ Power Automate (Business Logic)
│   ├── 📧 Approval Workflow Routing
│   ├── 🔔 Email & Teams Notifications
│   ├── 🛡️ Conflict Detection & Prevention
│   └── 📊 Automated Reporting
└── 📈 Power BI Dashboards (Executive Analytics)
    ├── 💰 ROI & Cost Savings Tracking
    ├── 📊 Room Utilization Metrics
    ├── ⏱️ Efficiency & Performance KPIs
    └── 📋 Operational Reports

📁 Solution Package Contents

📦 VA-Telehealth-Room-Booking-Solution/
├── 🚀 DEPLOYMENT/                    # Ready-to-deploy solution components
│   ├── 📱 PowerApps-v0.3.3.msapp     # Production-ready application package
│   ├── ⚡ PowerAutomate-Flows.zip    # Automated workflow templates
│   ├── 📊 SharePoint-Templates/      # List schemas and site templates
│   └── 📋 Implementation-Guide.pdf   # Step-by-step deployment instructions
├── 🔧 MIGRATION-TOOLS/               # Excel-to-SharePoint conversion utilities
│   ├── 📊 Excel-Data-Converter.ps1   # Automated data migration script
│   ├── 🔄 Schedule-Import-Tool.ps1   # Batch schedule import utility
│   └── 🗂️ Legacy-Data-Mapper.xlsx    # Data mapping and validation templates
├── 📚 TRAINING-MATERIALS/            # User adoption and training resources
│   ├── 🎥 Video-Demos/               # Screen recordings and tutorials
│   ├── 📖 User-Guides/               # Role-based instruction manuals
│   └── 🖼️ Quick-Reference-Cards/     # Printable job aids and cheat sheets
│   ├── 💰 ROI-Dashboard.pbix         # Cost savings and efficiency metrics
│   ├── 📈 Utilization-Analytics.pbix # Room occupancy and usage patterns
│   └── 📋 Operations-Report.pbix     # Daily operational management dashboard
├── 🛡️ SECURITY-COMPLIANCE/           # VA-specific security documentation
│   ├── 📦 .unpacked/                    # Power Platform CLI source files
│   └── ⚡ .zip/                         # Archive packages for deployment

🏥 Application Features (v0.3.3)

Core Scheduling Functions

• 🗓️ Dynamic Schedule Grid: Interactive time-slot matrix with direct cell selection auto-populating booking forms
• ⚡ Real-Time Availability Counters: Per-room and per-building availability summaries calculated on-demand
• 🚫 Conflict Prevention: Automated pre-check validation before approval submission
• 📧 Layered Approval Workflows: Multi-branch Power Automate flows with parallel notification and escalation routing
• 📊 Usage Analytics: Real-time utilization metrics & trend analysis via Power BI dashboards
• 🔍 Advanced Search: Filter by room type, equipment, availability, and location

📊 Technical Inventory

• PowerApps Architecture: 18 screens | 154+ components | 186,816+ Power Fx lines | 220+ files | 38.2 MB
• Data Connectors: SharePoint (3 production lists), Office 365 Users, Outlook, Teams, Excel Online
• Development Infrastructure: 12 JavaScript scripts, 8 PowerShell scripts, 15 markdown documentation files
• Business Logic: Room/desk booking, staff management, calendar integration, approval workflows

🔧 Current Technical Status

✅ Analysis & Planning Complete – Technical Foundation: 95% achieved

• Project structure & VS Code automation (15 tasks)
• PowerApps technical analysis & documentation (v0.1.2 baseline)
• SharePoint production list architecture (3 lists + Excel integration)
• Business logic review (18 screens, 5 connectors, role/security compliance)
• HTML previewer and professional web summaries
• Power BI analytics multi-building integration
• Repository health validation (98% compliance)
• v0.3.2 Features: Dynamic schedule grid, real-time availability counters, layered approval flow (Oct 21, 2025)
• v0.3.3 Features: Automated Issue Intake workflow (PowerShell + REST), diagnostic artifact generation (Oct 28, 2025)
• Interactive HTML documentation with accessibility features (high contrast, keyboard shortcuts)
• Asset management (11+ Excel schedules, BI dashboards, multimedia)
• GitHub Pages deployment with comprehensive project overview
• Phase 1: SharePoint schema optimization & flow testing (Weeks 1–4)
• Phase 2: UAT coordination & mobile optimization (Weeks 5–8)
• Phase 3: Production deployment & advanced features (Weeks 9–12)

Ready-to-Deploy Package Benefits

• 🚀 Rapid Implementation: 2–3 week deployment vs. 6+ months custom development
• ⚙️ Developer Daily Workflow Start: Use VS Code task "🚀 Daily Workflow Start" to initialize environment
• 📋 Implementation Planning Guide – Full deployment strategy & resource requirements

Technical Implementation Guides

• 📘 Microsoft Power Platform Documentation - Official platform documentation and best practices
• 🚀 PowerApps Canvas App Guide - Application development and customization resources
• ☁️ VA Government Cloud Standards - Federal compliance and security requirements
• 🔒 FedRAMP Authorized Services - Government cloud security authorizations

🛠️ Development Tools

• VS Code Tasks: Use Ctrl+Shift+P → Tasks: Run Task for common operations
• PowerShell Profile: Enhanced commands loaded automatically (see powershell-profile.ps1)
• HTML Previewer: Legacy development toolchain in /src/power-apps/v0.1.x/ (archived)
• Project Validation: Automated structure and quality checks

🗂️ Issue Intake Automation (v0.3.3)

Streamlined verbal/email report → GitHub issue workflow now available without GitHub CLI dependency. The automation uses native PowerShell and the GitHub REST API for environments with restricted tooling.

Component	Path	Purpose
Connectivity Test Script	scripts/pwsh/test-github-connectivity.ps1	Validates Personal Access Token (PAT) and repo reachability before creating issues.
Intake Creation Script	scripts/pwsh/intake-create-issue.ps1	Converts intake details into a markdown body, applies labels (intake, bug, verbal), assigns maintainer, persists diagnostics.
Archive Output	archive/issue-intake/	Stores generated markdown, JSON payload(s), error responses, transcripts, and consolidated debug dumps.

Key Parameters (Intake Script)

Parameter	Description
-Employee	Name of reporting staff member (required).
-Title	Short summary; automatically prefixed with intake: in GitHub issue.
-Description	Quoted complaint or problem context.
-Steps	Reproduction or observation steps.
-Severity	One of: low, moderate, high, critical. Default: moderate.
-Token	PAT (falls back to $env:GITHUB_TOKEN when omitted).
-Screenshot	Optional path archived for reference.
-DebugPayload	Prints (or truncates) payload JSON to console unless suppressed.
-MaxConsolePayloadLines	Limits payload lines in console (default 300).
-NoConsolePayload	Suppresses console payload entirely (file artifacts still saved).
-SaveRawPayload	Saves minified raw JSON alongside pretty version.
-PrettyPrintPayload	Forces pretty formatting for console output (default behavior).
-DumpAll	Creates consolidated debug dump (parameters + markdown + payload).
-CaptureLog	Starts transcript capturing entire session output.

Generated Artifacts (per run)

• issue-intake-<timestamp>.md – Issue body (markdown saved locally)
• issue-intake-payload-<timestamp>.json – Pretty JSON sent to API
• issue-intake-payload-raw-<timestamp>.json – Minified JSON (when -SaveRawPayload)
• issue-intake-error-<timestamp>.txt – Raw server response body on failure
• issue-intake-runlog-<timestamp>.log – Full transcript (when -CaptureLog)
• issue-intake-debugdump-<timestamp>.txt – Consolidated diagnostic report (when -DumpAll)

Example (Full Diagnostics)

pwsh -File .\scripts\pwsh\intake-create-issue.ps1 `
    -Token $env:GITHUB_TOKEN `
    -Employee "Doe, Jane" `
    -Title "Schedule overlap in Aurora 120" `
    -Description "User reports double-booked 10:00 slot" `
    -Steps "1. Open grid; 2. Select 10:00; 3. Observe mismatch" `
    -Severity moderate `
    -DebugPayload -MaxConsolePayloadLines 80 -SaveRawPayload -DumpAll -CaptureLog

If a token is not supplied, the script opens a pre-filled browser issue page for manual submission (ensuring continuity even in locked-down environments).

ℹ️ Token Scope Guidance: Create a PAT with minimum scopes (repo → Issues & Metadata). Store it in $env:GITHUB_TOKEN for non-interactive runs.

This automation reduces intake handling overhead and provides auditable, reproducible diagnostics improving turnaround on reported issues.

📚 Documentation & Support

Available Documentation

• GitHub PR Deletion FAQ - Understanding GitHub pull request limitations and why PRs cannot be fully deleted
• Project Overview - See the live interactive documentation at GitHub Pages
• Technical Analysis - See docs/technical-analysis-v0.1.2.md for architecture details
• Change History - See CHANGELOG.md for version history and updates

Common Questions

Q: Can I delete a pull request from GitHub? A: No, GitHub does not allow pull requests to be permanently deleted. This is by design to maintain audit trails and git history integrity. See GitHub PR Deletion FAQ for detailed explanation.

Q: How do I report issues or bugs? A: Use the automated issue intake script (scripts/pwsh/intake-create-issue.ps1) or manually create a GitHub issue with the appropriate labels.

Contributors

• Repository: GitHub - Telehealth Scheduling App
• Lead Developer: Hospital Informatics Team
• Stakeholders: Telehealth Managers (VA Hospital)

License

This project is licensed under the Apache License 2.0 - see the LICENSE file for details.

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Last Updated: October 21, 2025