The Challenge

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 The platform managed appointments for various specialized services, but was slow, visually outdated, and based on incorrect workflow assumptions.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

Our Solution

We executed a complete platform redesign, maintaining the existing database while building an entirely new user experience based on actual provider workflows.

1. Comprehensive UI/UX Redesign

Engaged a specialized UI/UX designer for a 2-month discovery phase, producing detailed Figma mockups for every workflow based on real provider feedback and corrected assumptions.

2. 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.

3. Advanced Invoice Management

Transformed the 30-day manual invoicing nightmare into a 2-day automated process, with automatic cost assignment, appointment tracking, and PDF generation with full documentation.

4. 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.

Implementation Timeline

Phase 1: Design Discovery (Months 1-2)

Comprehensive UI/UX research with formal designer, stakeholder interviews, and workflow mapping to correct original assumptions.

Phase 2: Frontend Rebuild (Month 3)

Complete React frontend reconstruction while maintaining backend compatibility, implementing new design system across all interfaces.

Phase 3: Logic Enhancement (Month 4)

Reworked business logic for automation, multi-service workflows, and compliance tracking based on actual provider needs.

Phase 4: Invoice Automation (Post-Launch)

Added invoice management system after discovering manual process, reducing month-long exercise to 2-day operation.

Results & Impact

The transformation delivered immediate operational improvements and eliminated major pain points:

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.