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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
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.
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FAQ QUESTIONS
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We utilize a range of Microsoft technologies, including Azure for cloud computing, .NET for application development, Microsoft SQL Server for database management, and Power Platform tools like Power Apps, Power Automate, and Power BI for creating custom business solutions and data analytics.
Leveraging Microsoft technologies can lead to increased efficiency, improved collaboration, and better data management. Solutions built on these technologies offer scalability, security, and integration with existing systems, ensuring that your software solutions are both effective and adaptable to future needs.
To get started, contact us for a consultation. We will discuss your specific needs, assess how Microsoft technologies can address your requirements, and provide a tailored solution that aligns with your business goals.
Codevision Technologies distinguishes itself through its ability to develop bespoke software solutions that address each client’s specific needs. Our deep understanding of unique business challenges, paired with a dedication to innovation and quality, ensures we provide solutions that drive business growth and success.
We have been in business for over 7 years. During this time, we have gained substantial experience and expertise in our industry, allowing us to continually enhance our services and adapt to the evolving needs of our clients. Our longevity in the market reflects our commitment to delivering high-quality solutions and maintaining strong relationships with our partners and customers.
At Codevision Technologies, we offer an extensive array of services designed to address the diverse needs of businesses in today’s dynamic environment.
Our offerings include:
- IT Consulting
- Software Development
- Custom Application Development
- Application Modernization
- Application Integration
- App Management
- Customized Software Solutions
- Data Analytics and AI
- Cloud Computing and Managed Services
- Digital Transformation
- Custom Website Development
Yes, we prioritize confidentiality and security. We are happy to sign a Non-Disclosure Agreement (NDA) before initiating any project to ensure that your sensitive information is protected.
Yes, we are adept at managing rapid changes and adjustments during the development process. Our agile development approach allows us to adapt to evolving requirements and ensure that the final product aligns with your expectations and business goals.
Absolutely. We offer a variety of engagement models to accommodate different project sizes and types. This flexibility ensures that we can tailor our approach to meet the specific needs of each client. For detailed information, Contact us to discuss your project requirements.
