Case Studies / Healthcare
Custom Application Development • Healthcare Industry
Automating the Appointment-to-Invoice Journey
How we redesigned a therapy appointment platform from the ground up, reducing monthly invoicing from 30 days to 2 days while automating complex multi-service workflows for 50-200 employees.
A first-generation platform built on the wrong assumptions
Our client, a healthcare services organization with 50-200 employees serving educational institutions across multiple markets, was struggling with a first-generation application that no longer met their needs. The platform managed appointments for various specialized services, but was slow, visually outdated, and based on incorrect workflow assumptions.
Key pain points included:
- Month-long manual invoicing process for each billing cycle
- Service-by-service export and cost assignment
- Complex multi-service requirements handled individually
- No workflow automation for connected services
- Poor user experience driving inefficiencies
A full redesign, grounded in real provider workflows
We executed a complete platform redesign, maintaining the existing database while building an entirely new user experience based on actual provider workflows.
Comprehensive UI/UX Redesign
Engaged a specialized UI/UX designer for a two-month discovery phase, producing detailed Figma mockups for every workflow based on real provider feedback and corrected assumptions.
Workflow Automation Engine
Built intelligent automation for complex business logic, enabling single-action workflows that handle multiple connected services. When a student needs physical therapy, the system automatically schedules therapy sessions, review appointments, and all required supplementary services.
Advanced Invoice Management
Transformed the 30-day manual invoicing process into a 2-day automated process, with automatic cost assignment, appointment tracking, and PDF generation with full documentation.
Multi-Stakeholder Platform
Created role-specific interfaces for providers (scheduling, notes, reminders), administrators (student services, compliance), and schools (submissions, documentation), streamlining communication across all parties.
Four months, four phases
Phase 1: Design Discovery
Comprehensive UI/UX research with a formal designer, stakeholder interviews, and workflow mapping to correct original assumptions.
Phase 2: Frontend Rebuild
Complete React frontend reconstruction while maintaining backend compatibility, implementing the new design system across all interfaces.
Phase 3: Logic Enhancement
Reworked business logic for automation, multi-service workflows, and compliance tracking based on actual provider needs.
Phase 4: Invoice Automation
Added the invoice management system after discovering the manual process, reducing the month-long exercise to a 2-day operation.
From a month-long exercise to two days
The transformation delivered immediate operational improvements and eliminated major pain points:
Administrative Efficiency
- 93% reduction in invoicing time
- Eliminated manual cost assignments
- Automated appointment-to-invoice tracking
Provider Productivity
- Single-click multi-service scheduling
- Automated renewal reminders
- Streamlined documentation workflows
The platform now handles the complex web of requirements seamlessly, from school submissions through service creation, appointment scheduling with specific frequency requirements, provider notes, renewal processes, and compliance documentation. What once required manual configuration of each data point now flows through intelligent workflows that understand the relationships between services.
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