A clinic network moves off spreadsheets

Each clinic ran its own mix of spreadsheets, paper files and a dated booking tool. Staff re-entered the same patient details several times a day, double bookings were common, and management had no consolidated view of the business.

• 01 A single web platform for scheduling, patient records and invoicing, with role-based access for reception, clinicians and management
• 02 A patient portal for self-service booking and reminders by SMS and email
• 03 A staged migration of historical records, one clinic at a time, so no location had to stop work

1. Discovery

   Shadowed front-desk staff at two clinics and mapped every hand-off.

2. Design

   Prototyped the booking flow and tested it with receptionists before building.

3. Build

   Delivered scheduling first, then records, then billing, each in production before the next began.

4. Rollout

   Migrated one clinic at a time with on-call support during each switch.

• React
• Laravel
• MySQL
• AWS
• Twilio

• Front-desk staff work from one screen instead of four tools
• Double bookings eliminated by a shared, real-time calendar
• Management reporting that used to take days is available on demand