Practice Dashboard
A HIPAA-compliant, custom-built web platform for managing physical therapy practices. Our development services helped the client streamline their data, improve practice performance, and drive operational efficiency in an easy-to-use platform.
About client
Practice Dashboards for Physical Therapy is a software development company focused on creating tools for physical therapy businesses. The client needed a custom web portal to manage physical therapy practices, enabling therapists and clinics to access performance metrics with ease. This platform integrates with EMRs (Electronic Medical Records) and provides physical therapists with a comprehensive management dashboard that simplifies business insights and performance monitoring. The dashboard consolidates key data points from the client's EMR and other relevant business systems into a single, intuitive tool. It provides actionable insights that help practices increase revenue per visit, optimize billing and coding efficiency, and reduce operating costs such as rent and payroll.
About project
FlexMade was engaged to develop a custom platform to simplify data extraction and reporting for physical therapists. This platform is pre-loaded with critical KPIs and metrics that practices need to monitor every day. Practice managers no longer need to manually pull reports; instead, they can access real-time insights instantly from any device, significantly enhancing operational efficiency and profitability.
Objectives & Challenges
The client, managing 25 physical therapy healthcare practices in the Bellevue and Seattle area, sought to modernize their web presence and technology infrastructure. They needed a solution to manage critical business metrics without time-consuming reporting, enabling them to make data-driven decisions quickly. Their outdated system lacked the necessary capabilities for appointment scheduling, payment integration, and user-friendly design, impacting patient experience and recruitment efforts.
Approach & Methodology
We applied an agile approach to deliver a HIPAA-compliant platform that met the client's needs. FlexMade developed a new website with enhanced functionality, including customized appointment scheduling and integrated payment mechanisms, while improving SEO performance. Throughout the project, FlexMade maintained close communication with the client via Jira, phone, Skype, and email, ensuring transparency and responsiveness.
Social Media Dashboard
This dashboard serves as a centralized hub for aggregating social media reviews, specifically from Facebook and Google. It features a wide range of configurable widgets, charts, and tables, offering customers the flexibility to view and analyze data from both platforms seamlessly. The dashboard displays key metrics such as Reviews, Review Distribution, a Google vs. Facebook Activity Comparison, Top Sources donut chart, Total Facebook Likes, and more, each of which can be customized to suit the customer's needs. Notable features include Most Recent Reviews (with the ability to respond directly from the dashboard without needing to visit Facebook or Google), a Review Details pop-up for in-depth analysis, and Patient Review Analysis, among others. This tool is highly practical and customizable for comprehensive review management.
Import Financials / Finance Dashboard
The Import Financials section of the platform allows users to connect their QuickBooks Online accounts and seamlessly integrate financial data into the Practice Dashboard, which is then displayed on the Finance Dashboard. With direct access to QuickBooks, the platform automatically pulls financial information without requiring manual data entry or CSV uploads, making the process efficient and error-free. The dashboard presents various types of charts and graphs that leverage the data retrieved via the QuickBooks API. The platform can extract numerous data points, giving users the flexibility to create their own custom charts by selecting the specific data they wish to display. Users have full control over how the information is presented, tailoring the dashboard to their unique needs. Some of the key widgets and tools included in the Finance Dashboard are Revenue, Profit, Profit per Visit, Revenue by Location, Total Expense, Average Collected per Visit, and Marketing Expense per Visit, among others. The platform ensures that users can effectively manage and visualize their financial data in a way that best supports their practice's financial oversight and decision-making.
Visit Scheduler (Calendar)
The Visit Scheduler is a powerful tool that helps marketing staff and managers efficiently track and assign marketing visits. With three easy-to-navigate views - Day, Week, and Month - users can quickly access past and future appointments, manage details, or create new ones with just a few clicks. Labels such as Marketing, Therapist, Email, and more, provide clear identification of visit types, while integration with the mailing system ensures timely notifications for new, pending, or overdue appointments. The 30-minute interval display makes it easy to create or modify entries, streamlining the scheduling process. Users can assign visits, choose categories, set start and end times, and add notes. Visits are automatically assigned to the selected staff member and the calendar view allows users to document visits tied to events they've either created or had assigned to them. When clicking on a calendar entry, a pre-populated 'New Visit' page appears, displaying relevant details such as provider name, date, and visit type. If a staff member cancels an assigned visit, the manager is automatically notified, and vice versa, ensuring smooth communication and coordination.
Audit Log
The Audit Log interface gives Practice Dashboard administrators a robust tool to track and review almost every action within the platform. It logs key activities such as user logins, database changes, new user creation, updates to access levels, file access, operating system logs, firewall activity, anti-malware scans, and more. Each log entry includes essential details like company name, date and time, the user responsible, their role, the affected section, and the reason for the change, if provided. Administrators can easily review the history of actions, ensuring compliance and security across the platform. Advanced search features allow filtering by keywords, actions, or company, making it simple to find specific events. The interface enhances oversight by offering clear, searchable logs for full transparency and control. This feature helps meet regulatory requirements, improve security, and ensure visibility over all user and system interactions.
Job done
The solution
We designed and developed a robust, easy-to-use platform for physical therapists that provides real-time access to all essential business metrics. The system integrates with the client’s EMR and combines data from multiple sources into a single dashboard. FlexMade's solution gives physical therapy businesses the tools to increase profitability, optimize billing, and monitor the health of their practices with precision. The new website includes features like customized online appointment scheduling, seamless payment integration, and a design aimed at attracting both new patients and prospective employees. Additionally, the SEO enhancements made by FlexMade helped the client improve their search engine ranking, driving more traffic and new patient leads.
The result
The custom platform has revolutionized how the client manages their physical therapy practices. As a result of our efforts, the client now ranks number one organically on Google within their market. The integration of online payment processing has led to 10% of payments being processed online, saving the client valuable time. Additionally, the site has successfully attracted several new patients each day who schedule appointments online, significantly boosting lead generation. Overall, the platform has provided the client with countless opportunities to improve profitability, optimize billing efficiency, and reduce costs. The product is now widely used by both large and small customers who rely on its KPIs and metrics to monitor their business operations.
The technologies
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Client's feedback
Practice Dashboard
They've done a better job than any other service provider we've worked with.
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