Web · React
Super Admin (six-site SLA heat) and Clinic Admin (Harbor North queues, accept/return referral, assign imaging). Built for the front desk PC and the practice manager laptop.
Shipped
Case Study · Healthcare · Workflow
Clinical Workflow Automation
Clinical Workflow Automation
for a six-site clinic group
Riverbend Clinic Group runs family medicine, cardiology, and imaging across six outpatient sites. Before this build, a referred patient could wait three days because the letter sat in a shared inbox — while reception still retyped the same insurance card the patient had already filled on paper.
What shipped: React web for Super Admin and Clinic Admin; native iOS and Android apps for patients (intake + My Journey). Same Go API. Phased go-live, site by site, over 14 weeks.
Digital intake
iOS & Android
Web consoles
Intake complete
Referral queued
Team in sync
Harbor North · Thursday morning
Walk-in queue + booked slots on one desk
Web
React Super Admin & Clinic Admin
iOS
Patient My Journey · App Store
Android
Patient My Journey · Play Store
14 weeks
Six sites, phased go-live
What we shipped
One journey. Web, iOS, and Android.
Staff work the queues on a desktop. Patients finish intake and watch referral status on the phone they already carry. Same Go API on every platform.
iOS
Native patient app: start or finish intake at home, see “cardiology accepted,” echo date, huddle wait. Push when a step changes. Same journey as the web board.
ShippedAndroid
Native patient app with the same My Journey list. Walk-in can complete the form in the chair on Android if they did not do it on iPhone at home.
Shipped
One patient, one Thursday
Jordan M. · Harbor North · MRN RB-10482
- 08:51 — Walks in for chest-pain follow-up. Tablet intake: ID, insurance snapshot, medications, reason for visit. Front desk does not retype the card.
- 09:18 — Family physician opens the same record, writes a cardiology referral (reason, meds, last ECG note). Status: queued to Harbor Cardiology, owner Dr. Nair, SLA one business day.
- 11:40 — Cardiology accepts. Coordinator books echo for next Thursday 11:30. Jordan’s My Journey list updates; reception is not the messenger.
- After imaging — Result attaches to the journey. A huddle task lands on Nurse Ravi. Primary care sees it without a hallway ask.
The challenge
Paper at the desk. Referrals in a shared inbox.
Harbor North’s 8 a.m. list mixed walk-ins and booked slots. Staff photocopied insurance cards, then typed the same fields into the chart. Cardiology referrals went to cardio.referrals@… — a mailbox four people watched when they had time. Imaging kept a whiteboard. Patients called after lunch because nobody could say if the referral had been opened.
- Double entry at intakeName, DOB, payer ID, and meds were written on paper, then keyed again. Mismatches showed up at billing, not at the door.
- No owner on a referralA request could sit 48–72 hours with no clock. The patient assumed they were booked.
- Handoffs lived in hallwaysNursing, imaging, and specialty each had a list. Status never matched after 11 a.m.
“We were losing mornings to ‘has cardio seen this yet?’ — not to actual care.”
Priya Shah, practice manager, Harbor North
Topic by topic
What the brief asked for. What actually changed.
Each point maps to intake, referrals, or coordination — with a before and after from Harbor North, not a slogan.
01 · Patient intake
Digitize check-in so the chart is not typed twice
Walk-ins and booked slots share one queue. Jordan completes ID, payer, meds, and reason on iOS/Android or the clinic tablet. Front desk confirms. Incomplete forms stay on My Journey and on Priya’s morning list.
Before
Photocopy the card, then rekey name, DOB, payer into the chart. Errors showed up at billing.
After
One digital intake. Web queue shows who is still in the chair with an unfinished form.
02 · Referrals
Every specialty request has an owner and a clock
Family medicine sends reason, meds, last ECG note. Harbor Cardiology accepts, asks for more, or declines. SLA is one business day. Jordan sees “accepted” on the phone instead of calling reception.
Before
Letter in cardio.referrals@ — four people, no clock, 48–72 hours common.
After
Queued to Dr. Nair. Most accepts same day. Super Admin sees the eight past SLA across six sites.
03 · Care coordination
Echo, lab, and huddle are tasks on the same journey
When cardiology accepts, the coordinator books echo Thu 11:30 Dept B. After the study, a huddle task lands on Nurse Ravi. Primary care sees it without a hallway ask. The phone call is logged on RB-10482, not a sticky note.
Before
Imaging whiteboard + huddle spreadsheet that drifted by lunch.
After
Same board at the desk and in the 16:00 huddle. Next owner is named when the step closes.
04 · Fewer manual handoffs
Stop walking the file between desks
Intake is not retyped. The referral is not forwarded as an attachment. Imaging is not a “please chase radiology” call. Each close writes the next owner into Go so two lists cannot disagree.
Before
Paper packet, email forward, hallway status.
After
One journey record. Handoff = a task, not a photocopy.
05 · Faster approvals
Work a queue, not a shared mailbox
Clinic Admin sees 12 inbound referrals and who is past the one-day SLA. Super Admin sees the same heat across six sites. Approvals that sat two days now usually land before close of play.
Before
Whoever opened email first owned the letter.
After
Named owner + timer. Same-day cardio accept is the default, not the exception.
06 · Shared patient journey
One view across departments — and on the patient’s phone
Front desk, cardiology, imaging, Nurse Ravi, and Jordan all look at RB-10482. Web for staff. iOS and Android for the patient. After 11:40 the 2 p.m. “has cardio seen this?” call does not happen.
Before
Three lists that never matched after 11 a.m.
After
One status: intake done · cardio accepted · echo booked · huddle wait.
Where it runs
Every department sees the same journey
Front desk
Reception & intake
Walk-ins and booked slots share one queue. Staff confirm tablet intake, print a wrist-label only if needed, and see who still has an unfinished form — not a stack of clipboards from 7:30 a.m.
Specialty
Specialty referrals
Cardiology, ortho, and others work an inbound queue. SLA timers flag referrals that sit too long. Super Admin sees network-wide backlog without opening each clinic.
Coordination
Care team huddles
The same board used in the meeting is the board used at the desk. No separate “huddle spreadsheet” that drifts from reality by lunchtime.
Departments
Imaging, lab, and follow-up
Orders and results attach to the journey. When imaging is done, the next owner is already named — fewer “please chase radiology” calls.
How the three desks work
Network view, site queue, patient steps
Same journey record. Super Admin sees six sites. Clinic Admin works Harbor North’s list. Jordan only sees RB-10482.
Network operator
Super Admin — live network view
Priya’s counterpart at group level. They watch Harbor North, Riverside, East Wing, Lakeside, and two smaller sites: unfinished intake after 9 a.m., cardiology queue older than one day, imaging with no owner. They do not assign Nurse Ravi’s tasks.
- Multi-clinic tenancy and SLA heat
- Referral volume and overdue approvals
- Audit of who changed a journey step
JourneyBoard · Super Admin
Live
6Sites live
418Visits today
31Open cardio referrals
8Past 1-day SLA
| Site | Patient | Step | Age |
|---|---|---|---|
| Harbor North | RB-10482 | Cardio accept | 2h |
| Riverside | RB-09811 | Intake incomplete | 41m |
| East Wing | RB-11004 | Echo — no owner | 1d 3h |
| Lakeside | RB-08762 | Huddle booked | Today 16:00 |
Site operations
Clinic Admin — queues, people, SLAs
Priya’s board at Harbor North: 41 people on site, 12 inbound specialty referrals, 7 waiting on echo. She assigns Dr. Nair, books imaging, and nudges incomplete intake before the 11 a.m. rush — without opening the old shared mailbox.
- Front-desk and specialty queues
- Approve, return, or reroute a referral
- Department handoff without losing the thread
Harbor North · Clinic Admin
Live
41In clinic today
12Referrals in
7Awaiting imaging
3Need owner
| MRN | Step | Owner | Due |
|---|---|---|---|
| RB-10482 | Cardio referral | Dr. Nair | Accepted 11:40 |
| RB-10482 | Echo | Imaging desk | Thu 11:30 |
| RB-09901 | Tablet intake | Front desk | Still in chair |
| RB-08762 | Care huddle | Nurse Ravi | 16:00 |
Patient · iOS & Android
User — My Journey on the phone
Shipped for iPhone and Android. Jordan does not see other patients. After 11:40 the list reads: intake done, cardiology accepted, echo booked Thu 11:30 Dept B. That is why the 2 p.m. call never happens.
- Finish intake on phone or clinic tablet
- Referral status without calling reception
- Imaging and follow-up dates in one place
Harbor North
My Journey
Jordan M. · RB-10482
Intake
Done 08:51 · insurance on file
Done
Cardiology referral
Dr. Nair accepted 11:40
Accepted
Echo
Thu 11:30 · Imaging, Dept B
Booked
Results huddle
After echo · Nurse Ravi
Wait
How a visit moves
From the tablet to a named next owner
01
Intake
Patient completes the form. Go stores the journey and Clinic Admin sees them in today’s queue.
02
Refer
Clinician sends a structured referral. The receiving queue gets an owner and a clock.
03
Coordinate
Imaging, nursing, and specialty update the same timeline. Handoffs are tasks, not hallway notes.
04
Close the loop
Patient sees the next step on My Journey. Super Admin sees whether the network is keeping SLA.
Technology
Web for the desks. iOS and Android for the patient.
Super Admin and Clinic Admin ship as React web. Patients use native iOS and Android apps for intake and My Journey. The Go API holds journey state so the phone and the front-desk PC cannot disagree about RB-10482.
Clinic records stay in the existing chart. We integrate through APIs so staff are not asked to retype. Push on iOS/Android fires when a referral is accepted or imaging is booked.
React JS · Web
iOS
Android
Go API
Workflow engine
Push notifications
Web · React JS
Super Admin network board and Clinic Admin queues — desktop at the desk and laptop in the office.
iOS & Android
Native patient apps: finish intake, watch referral status, echo date, push when a step moves.
Go backend
Journey state, approvals, notifications, and an audit of every handoff.
Workflow rules
Who can accept a referral, when a step is overdue, and which department is next.
Outcomes
What changed after go-live
Fewer manual handoffs
Intake is confirmed at the desk, not retyped. Cardiology has an owner and a one-day clock. Echo is a step on the journey, not a whiteboard in imaging.
Faster approvals
Most Harbor Cardiology accepts now land the same day instead of sitting in a mailbox for 48–72 hours. Clinic Admin works a queue, not a shared inbox.
One shared view
Jordan, Dr. Nair, imaging, and Nurse Ravi look at RB-10482. Reception stops being the only person who knows whether cardio has replied.
Build yours
Need intake and referrals on one board?
We will map Super Admin and Clinic Admin on the web, and My Journey on iOS and Android, onto a React + Go platform you own.