Case study

Custom records platform for a healthcare agency

A small healthcare agency that needed a system built around how its staff actually work.

Illustration of a healthcare scheduling calendar with patient and billing details

At a glance

  • Industry: Healthcare
  • Platform: Custom web application
  • Features: Scheduling, records, billing, reporting
  • Status: Built and maintained
  • Working together: 1 year
  • Engagement: Ongoing monthly care plan
  • Team: Founder + technical project manager

The problem

What wasn’t working

Off-the-shelf EHR systems didn’t fit how the agency works. Staff juggled several tools and re-entered the same information by hand.

What we did

The solution

  • Designed a records system around their intake, visit, and follow-up workflow.
  • Built scheduling, billing, and reporting into the same platform.
  • Added role-based access so staff only see what they need.
  • Provide ongoing hosting, backups, and updates.

The result

What changed

Scheduling, patient records, billing, and reporting now live in one system built around the agency’s real workflow, with access limited to what each role needs. Staff use it every day.

Ongoing care

How we run it

  • Hosting, 24/7 monitoring, backups, and security updates.
  • Access levels updated as staff and roles change.
  • New features added through monthly improvement hours as the agency grows.
  • Urgent issues handled right away. Other requests within 1–2 business days.

Who’s involved

  • Sasha, founder: scope, agreement, and priorities. Your single point of contact.
  • Technical project manager: day-to-day delivery, quality checks, and schedules.
  • Trusted specialists: brought in when the work needs extra hands.

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