Custom Patient Management System for a Healthcare Organization

• Project: The development of a custom patient care and resource management platform
• Service: Full-service development team
• Duration: Ongoing
• Technologies: Collective Medical, Creatio’s no-code platform, Azure DevOps, Azure Cloud Functions, C#, .NET CORE, React, NodeJS
• Target Audience: Staff and patients

The Client is a healthcare organization with a more than 70-year history of delivering human services. Its focus lies in supporting individuals with a range of health solutions designed to enhance the quality of life.

The Client’s Request

Based on the case and business requirements that our BA team meticulously cooperated on with the Client, it was decided to design a custom patient care management system built on Creatio’s no-code platform. The solution had to handle both resources and care coordination efficiently.

Plus, the Client wanted to provide patients with a robust portal to manage their health-related activities and communicate with medical professionals. The same portal was required to offer features for parents to track their children’s care plans and connect with the staff. Essentially, the systems’ integrity and inclusiveness were non-negotiable.

Challenges

While building healthcare software is challenging in and of itself and calls for a meticulous approach and deep expertise, the Client’s scenario was full of considerations to tackle. A number of complex integrations the solution had to support demanded from our team to ensure compatibility with multiple state and federal databases. Naturally, this set the ground for intricate system architecture.

Apart from a range of systems and portals, such as Medi System, Collective Medical, REV, HFS, and EDI, to link the company’s solution with, it was crucial to adhere to HIPAA standards. On top of that, we needed to bind together other essential components, including a communication module and patient portal that were both yet to be built.

Since the Client was toggling between several tools, experienced slow data exchange that caused errors, and faced limited automation options, Velvetech’s team was at the threshold of a massive project: delivering a cost-effective software system to supercharge the management of patient information.

Explore How to Develop a HIPAA-Compliant Application

Process

The project unfolded from understanding the Client’s challenges to designing a custom PMS solution followed by its implementation and fine-tuning. Our team carefully planned and executed each stage to ensure robust functionality, seamless integration, and minimal disruptions during the transition from legacy systems.

With the analysis and QA testing being integral, the process incorporated the next core phases:

• PMS System Design
• Automation Implementation
• Patient Portal Development
• Connecting the Crucial Parts
• Systems Migration
• Client Web Portal Load Testing

Creatio-Based Automation

Creatio’s low-code/no-code capabilities provide extensive opportunities for quick building and customization of solutions for the needs of various industries, healthcare included. So, choosing this platform to address the Client’s objectives was quite natural. Creatio enables deep automation, and that was exactly what the company was looking for.

Our team implemented and tweaked the platform to help the Client streamline operations like application processing, appointment scheduling, and document management. In addition to automation and smoother workflows, the solution allows the company to build tons of customized reports — the process that required manual interventions with previous systems and drained resources.

This sleek patient management system built on Creatio empowers the company with high flexibility and scalability, enabling them to easily fine-tune software at any given time without specific coding skills. All that comes with perks like cost-efficiency and accelerated time-to-market.

Custom Patient Portal UI Design

Once the Creatio was set up, it was high time to design a patient portal. And here, our frontend experts and backend developers rolled up their sleeves to elaborate on a modern, HIPAA-compliant web app. With a fresh UI/UX design and value-driven features, it has become a centralized hub for patients to manage their health activities.

Through an intuitive interface, patients can now view and update their information, book appointments, access reports, and interact with staff. Specifically, the new system incorporates real-time communication tools like SMS, chat, and telephony functionalities. As was required, parents too have tools to monitor their children’s care statuses and connect with medical professionals right in the app.

These features make it easier for patients to engage with the organization directly through their preferred channels. Significantly, a unified communication module ensures all interactions are logged and tracked within the system, offering sought-after integrity.

Take a sneak peek at the Specifics of Healthcare UI/UX

Data Migration from Legacy Systems

Since the new patient management system was to replace several outdated solutions — for example, Unite Us software that the company wanted to move away from — data migration was the next big task to jump to.

Transitioning from the legacy systems required careful planning to avoid disruptions. Thus, our team developed a migration strategy that ensured all critical information was transferred accurately and securely. Experienced with data engineering, they incorporated data cleaning and validating to eliminate duplicates and outdated information while making sure the new patient management system to be ultimately comprehensive.

Vital Integrations for Seamless Operations

Finally, everything could be glued together to enable harmonious PMS functioning: Creatio-based platform, communication module, and patient portal. However, the most intricate part was complex integrations with federal and state databases that encompassed Medi System, REV, HFS, and EDI.

These integrations were essential for ensuring the system could exchange information efficiently while remaining compliant with regulatory requirements. That’s why our team went the extra mile to test all scenarios and avoid bottlenecks and data transfer errors.

Outcome

With this prolific partnership, the Client acquired a custom patient management system that delivered remarkable results, and Velvetech’s team was happy to contribute to these achievements.

First, the processing speed for applications improved significantly, tripling the efficiency compared to the old system. Naturally, this streamlined approach also reduced the time required to handle individual applications by 50%, which allowed the Client to focus on delivering better services.

Additionally, the new PMS’s lower maintenance costs brought an immediate financial benefit, with overall expenses dropped by 30%. And the modern and intuitive design of the customer portal enhanced the patient experience. But that’s not all.

The inclusion of custom reporting tools empowered the Client to make data-driven decisions more effectively, while the HIPAA-compliant framework ensured the system adhered to all regulatory requirements. With all that said, this project showcased how digital transformation can change healthcare by setting new standards for efficiency, cost-effectiveness, and patient satisfaction — key drivers of added business value.