Industry overview. Each project may have a different scope.
Healthcare
From separate spreadsheets to comprehensive medical center management.
We developed a custom system to connect the entire operation of a medical center with practitioners across different specialties. Appointments, medical records, products, health insurance providers, and accounting became part of a single platform, supported by automatic reminders for appointments and ongoing treatment.
Connected processes
Inside the system
From scheduling to patient care, in one system.
Reception, practitioners and administration share the information each stage needs. Explore the desktop views and the practitioner’s mobile workflow.
Reception records appointments and coordinates reminders. Practitioners check their schedule and next appointment from their phone.
Read about this processIllustrative screens with sample data. Interface content is shown in Spanish.
How the workflow connects
From booking to follow-up
- 01
Reception
Reception staff enter the appointment.
- 02
Schedule and reminder
The practitioner sees their schedule; the patient receives a reminder.
- 03
Consultation
The practitioner records the care provided and the products used.
- 04
Connected information
The consultation is added to the medical record, and inventory is deducted.
Explore sections07
The starting point
Much of the center's operation depended on manual work by reception staff and multiple Excel spreadsheets. These were used to organize appointments, maintain patients' medical records, and track the stock of products used in each treatment.
Administration also had to manage services covered by health insurance providers and coordinate accounting information with an external accountant. Each area was managed separately, so keeping the operation up to date required reviewing and updating different spreadsheets.
Patient follow-up added another task. Some treatments, particularly cosmetic treatments, required patients to return periodically to maintain the results. Without automatic reminders, inviting a patient to return after three, six, or twelve months also relied on manual follow-up.
A schedule coordinated across reception, practitioners, and patients
The patient contacts reception, and a staff member enters the appointment in the system. Once it is recorded, the practitioner can see whom they are scheduled to see and at what time.
The system sends the patient a WhatsApp reminder the day before the appointment, with the aim of reducing forgotten appointments and last-minute cancellations and helping the schedule run more smoothly.
Reception staff continue to coordinate bookings, while the system supports each appointment with the relevant information and notifications.
Medical records linked to each consultation
During the consultation, the practitioner records what was done for the patient. That entry is automatically added to the patient's medical record, documenting the care provided within the same system.
Documentation becomes part of the practitioner's workflow and no longer depends on a later entry in a separate spreadsheet.
Inventory updated with each treatment
When the practitioner records the products used in a treatment, the system deducts the corresponding quantities from inventory.
Reception staff enter incoming stock, while consumption from patient care is updated based on the practitioner's records.
Organized records for insured and self-pay care
The system makes it possible to identify how many treatments were covered by health insurance providers and how many were paid for privately.
Information stays organized within the platform, making administrative work easier without having to reconstruct activity from scattered records.
Accounting integrated with the operation
We developed an accounting module to organize work that had previously been split between spreadsheets and tasks coordinated by a reception staff member and an external accountant.
Accounting information becomes part of the same platform that supports the center's daily activity, making it easier to organize and track.
Follow-up for recurring treatments
In addition to reminders for each appointment, we added WhatsApp messages inviting patients to return when it is time to continue or maintain a treatment.
Follow-up can accommodate intervals such as three months, six months, or a year, as indicated for each treatment.
Supporting operations
What changed
The center moved from independent spreadsheets to a system that connects medical care and administration.
Reception enters the appointment; the practitioner has their schedule; the patient receives a reminder. During the consultation, the practitioner records what was done, and that information feeds into the medical record and updates inventory.
Reception staff reduced manual data entry and coordination work and were able to focus on tasks such as managing bookings, collecting payments for care, and recording incoming products.
The next step
What could work better in your operations?
Tell us what you need to connect, organize or simplify.