The full case study
Practice management platform, step by step
On this page · 14 sections
About the business
Our client was a mid-sized Californian health clinic that was aiming to automate and streamline operations to improve quality of services they provide to patients.
The clinic already had a practice management platform that clinicians used on a daily basis. But unfortunately that platform was not effective enough. It lacked several core features, it’s UX was too complex, and clinicians struggled while using certain functionality.
So the client came to us with the request to assess existing platform, suggest and implement necessary changes to make it more user-friendly and feature-rich.
Project tasks and challenges
- Perform a comprehensive audit and assessment of the existing system to identify all areas of improvement.
- Redesign and optimize current workflows to enhance platform efficiency and patient care.
- Develop and integrate new advanced features.
- Update the infrastructure to reduce maintenance and operational costs.
- Perform step-by-step implementation, ensuring a smooth transition between the old and new solutions and minimal disruption to business operations.
Project team
- Project Manager
- Business Analyst
- 2 UX/UI designers
- 3 Front-end developers
- 2 Back-end developers
- 3 QA engineers
- Software Architect
- DevOps specialist
5 months for audit & redesign
9 months for development & testing
Development approach
During the redesign and modernization of this platform we applied our best and used several integrations that helped us make the platform reliable and feature-rich. Here is what we used:
- TypeScript for both front-end (React) and back-end (Node.js) parts to make source code stable and decrease future maintenance costs.
- React to speed-up front-end development and code maintenance.
- Amazon AWS was selected as the primary cloud service provider as the most cost-efficient and scalable solution.
- Amazon Aurora DB was used as a main database for high performance, availability and scalability.
- Swagger for API documentation and testing and we’ve created a robust REST API as the main communication gateway between product parts.
Platform features
Electronic Health Records (EHR)
The platform offers customizable templates, eConsents, and patient education tools.
Practice management
We added personalized dashboards, advanced scheduling, and real-time eligibility verification.
AI and analytics tools
AI analyzes patient data, sales, and appointments to provide valuable insights.
Medical billing
There is a set of pro tools for intelligent billing and comprehensive financial reporting.
Patient portal
Patients can book appointments, check prescription, and easily access their test results.
Telehealth
The platform helps to simplify remote consultations and improve the patient experience.
Analytics
Our goal was to integrate AI-powered analytics to help clinicians analyze patient, sales and appointments data and automate reporting.
This feature helps to collect and integrate patient data from various sources, including electronic health records (EHRs), lab results, and medical imaging. Clinicians can gain deeper insights about their patients and easily analyze all the data.
We also added tools to monitor clinics financial activities and appointments. There is an option allowing to sort all the data and extract only necessary insights.
Telehealth
We implemented a telehealth feature allowing patients to consult with clinicians remotely, offering convenience, efficiency, and accessibility.
Clinicians can easily schedule clients appointments through the platform by selecting the date and time from the available slots. The platform sends automated reminders to patients right before their scheduled telehealth session, reducing a number of no-shows.
During the session, patients can upload and share images, documents, or test results directly through the platform.
After the consultation, the healthcare provider can add notes and a summary of the session to the patient’s medical record. Patients receive a copy of this summary, along with any follow-up instructions.
Electronic Health Records
EHR was integrated to streamline administrative tasks, enhance patient engagement, and ensure compliance with legal requirements. We included three key options:
- Customizable templates – Clinicians can create and use customizable templates for various types of medical documentation, such as clinical notes, treatment plans, and patient intake forms. These templates can be adapted to fit specific practices, specialties, or patient needs, ensuring consistency and efficiency in record-keeping.
- eConsents – Patients can review and sign consent forms electronically through the platform, eliminating the need for paper-based processes. This includes consent for treatments, procedures, data sharing, and participation in clinical studies.
- Patient education tools – The platform offers a library of educational materials that healthcare providers can share with patients. These resources include videos, articles, brochures, and infographics on various health topics, conditions, treatments, and wellness practices.
Inventory Management
This feature was designed to streamline the tracking, ordering, and management of medical supplies and equipment.
The system automatically tracks inventory levels of all medical supplies and equipment. It monitors stock levels in real-time, providing alerts when quantities are low, and ensuring that critical items are always available.
The feature includes a database of preferred vendors, making it easy to place orders directly from the system. It also tracks vendor performance, pricing, and delivery times, helping the practice to make informed decisions about suppliers.
Patient portal
Patient portal empowers patients by providing easy access to their healthcare information and services.
Through the portal, patients can book appointments with their healthcare providers at their convenience without the need to call or visit the clinic. The portal’s intuitive interface allows patients to view available time slots and select the one that best fits their schedule. In addition to appointment scheduling, patients can check their prescriptions and manage their medications online.
Furthermore, the portal allows patients to easily access their test results, providing them with timely information about their health status. Whether it’s lab results, imaging reports, or other diagnostic information, patients can review their results as soon as they are available.
Practice management
This feature includes personalized dashboards that allow healthcare providers and administrative staff to easily access key metrics, patient information, and task lists at a glance.
Advanced scheduling capabilities ensure that appointments are efficiently managed, with features like drag-and-drop rescheduling, conflict resolution, and the ability to accommodate complex appointment types and provider availability.
Additionally, real-time eligibility verification is built into the system, allowing clinics to instantly check patients’ insurance coverage before appointments, minimizing delays and ensuring that billing processes are accurate.
Appointment Management
Our client wanted to streamline the scheduling process for both healthcare providers and patients, ensuring efficient and organized appointment handling.
So we created appointment management tools to allow clinicians to easily schedule, reschedule, and manage patient appointments through an intuitive calendar interface.
Additionally, the platform offers a comprehensive view of the day schedule, including patient details and appointment types.
Medical Billing
We added advanced tools helping to efficiently manage billing and financial operations. The system automates the billing process, ensuring accuracy in claims submissions and reducing administrative burdens.
Financial reporting tools provide in-depth analysis and insights into the financial health of the clinic. These tools generate detailed reports on revenue, expenses, profitability, and other key financial metrics.
With customizable dashboards, healthcare providers can track financial performance in real-time, make data-driven decisions, and ensure compliance with industry standards.
Outcome
After our redesign and modernization of the practice management platform, our client observed a bunch of positive outcomes:
- Improved usability and functionality positively influenced the speed and quality of services.
- With the new infrastructure, maintenance and operational costs were reduced, and the development of new features became more cost-effective.
- Operational efficiency significantly increased, allowing clinicians to focus more on patient care.
- Client satisfaction rate became 10x better.
