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Enhancing Operational Efficiency and Compliance in Rehab Center: A PowerApps-Driven Solution
A leading provider of occupational therapy services in Canada specializes in delivering high-quality therapy to individuals referred by insurance companies and private clients. The company operates across multiple regions, with therapists compensated based on billable hours. Ensuring efficiency while maintaining compliance with Canadian privacy laws and industry regulations was critical for their operations.
However, the company faced significant challenges in managing billable hours, payments, and client relationships due to reliance on manual Excel tracking. These inefficiencies led them to seek for a solution for Rehab Management that would streamline their processes and enhance data management.
- Technology : PowerApps, Power Automate, SharePoint, Power BI
- Country : Canada
- Industry: Healthcare
Challenges
- Manual Tracking of Billable Hours: Therapists used Excel spreadsheets to track billable hours, leading to time-consuming manual entry, inconsistencies, and a higher risk of errors.
- Inefficient Payment Processing:The administrative team manually calculated therapist payments, which resulted in slow, error-prone processes and payment delays.
- Fragmented Client and Appointment Management: Client information, appointment schedules, and therapist details were scattered across different systems, making tracking and management difficult.
- Errors in Invoicing: The manual invoicing process often led to inaccurate billing and discrepancies in payments to clients and insurance companies.
- Lack of Real-Time Reporting:Generating financial and performance reports was a manual effort, limiting access to real-time business insights and therapist productivity tracking.
- Compliance Concerns:The company needed to comply with PIPEDA (Personal Information Protection and Electronic Documents Act), but managing sensitive client data manually increased the risk of non-compliance.
Solution
To address these challenges, we developed a Microsoft PowerApps-based Custom Rehab Center Management Application, integrating Power Automate, SharePoint, and Power BI for a seamless workflow. This robust system automated billable hour tracking, simplified therapist payment calculations, and centralized client and appointment management.
The solution also automated invoice processing and real-time reporting, improving accuracy and reducing administrative workload. With an intuitive interface and compliance-focused design, it ensured full adherence to PIPEDA regulations while safeguarding sensitive client data.
Results
- Improved Operational Efficiency: Automation reduced manual errors and administrative workload, allowing therapists and staff to focus on core activities.
- Faster Payment Processing:The automated system ensured therapists received timely and accurate payments based on billable hours.
- Seamless Client and Appointment Management: The centralized CRM streamlined scheduling and communication between therapists and clients.
- Accurate and Timely Invoicing: Automated invoice generation eliminated errors and improved cash flow.
- Real-Time Data Insights:Power BI dashboards provided management with critical performance insights for better decision-making.
- Regulatory Compliance:The solution ensured all sensitive client data was securely managed, meeting PIPEDA standards.
Key Features of Rehab Management
Automated Billable Hour Tracking
Minimizes errors and reduces administrative time by automatically tracking therapists' billable hours, ensuring accurate invoicing and reporting.
Therapist Payment Calculation
Simplifies payroll by automating payment calculations based on tracked billable hours, reducing manual effort and improving payment accuracy.
Centralized CRM Platform
Unifies client data, session history, and scheduling, enhancing communication and coordination while reducing scheduling conflicts.
Invoice Management
Automates invoice creation, tracking, and management, ensuring timely billing and eliminating manual entry errors.
Real-Time Insights and Analytics
Utilizes Power BI for data visualization and real-time reporting, allowing management to monitor key performance metrics and make informed decisions.
Automated Folder Creation
Automatically generates client-specific folders with pre-populated agreements and relevant documents, ensuring accurate record-keeping.
Automated OT Segregation and Request
Assigns therapists based on client needs and location, ensuring efficient and accurate specialist allocation.
Ready to work together?
Let's discuss your product goals and see how we can help.
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