Discuss a projectManager dashboardRevenue, first visits and the patient path for every clinic
East Clinic · Portal & CRM
The internal system of a clinic network: schedule, patients, cash desk, reports, tasks and an AI assistant for ~300 staff
- Client
- East Clinic, clinic network
- Industry
- Healthcare
- Platforms
- Web, desktop, mobile
- What I did
- UX, design, development, AI assistant
- Status
- Live, in active development
All people, faces, names and numbers on the screens are made up. No real employee or patient data is shown.
01 · Client and task
The clinic network lived in several programs and spreadsheets: the schedule in one, tasks in chats, reports put together by hand. It needed one system where everyone, from a doctor to the director, sees their own work and gets it done faster.
Goals
- Bring schedule, patients, cash desk and reports into one interface
- Give every role its own screens and permissions
- Build in an assistant that helps right inside the work
02 · In numbers
~300
staff work in the system every day
1
system instead of spreadsheets and chats
AI
assistant built into every section
Highlights
Work chatGroups, files, voice notes and calls inside the portal
Calls with a reviewRecording, transcript and review after every meeting
My scheduleMeetings, shifts and tasks in one calendar
OkiAn AI assistant that fetches the data itself
Own clinic systemSchedule, cash desk and patients by treatment plan
03 · Analytics
Managers see the whole network
The dashboard brings together revenue, first visits, conversion to treatment, website requests and reviews for every clinic. Numbers are recalculated nightly from the working system, and each one opens a list of the actual patients and doctors.
04 · Reports
Behind every number are people, not a total
A metric opens down to the clinic, the doctor and the patient. You can see what changed this week and why.
05 · Chat
Work talk moved out of personal messengers
Its own secure chat inside the portal and the app: groups for clinics and departments, files, voice notes, video circles, reactions and calls. A dismissed employee leaves all groups automatically.
Groups and topics. by clinic and department
Calls. right from the chat
Files and voice. with a built-in viewer
06 · Calls
Its own video calls on the clinic’s servers
Stand-ups, reviews and calls with doctors happen right in the portal and the app. During a meeting participants write shared notes and create tasks; afterwards you get the recording, transcript and summary. Calls go through the clinic’s server, without Zoom or other third-party services.
Video and voice. from computer and phone
Shared notes. and tasks right in the meeting
Own servers. recording and review stay inside
07 · Calls
Every meeting recorded and reviewed
Video calls right in the portal. After a meeting you get the recording, a transcript by speaker and a summary. For medical leadership, Oki prepares a review: the doctor’s strengths, sensitive moments and a plan.
08 · My schedule
The whole working day in one calendar
An employee’s shifts, calls, tasks and reminders. Tasks can be a list, a kanban board or grouped by process, and Oki reminds you about a meeting in advance.
Calendar and kanban. one task list
Reminders. in the portal and the app
Processes. offboarding, hiring, training
09 · Own clinic system
And its own clinic system for assistants
Doctors’ schedule, a cash desk based on the patient’s advance and a “My patients” board where everyone follows a treatment plan. Assistants train in a practice clinic with made-up patients.
Around three hundred clinic employees start the day in one window. Schedule, tasks, chat, training and reports live in the portal, not scattered across apps and messengers.
10 · AI assistant
Oki helps everyone at the clinic
Oki is built into the portal and the app. You call it by holding the space bar or with a button, and ask by voice or text. It knows the knowledge base and the portal’s sections, fetches data itself and answers within the employee’s permissions.
spaceHold space to ask
Listening…Recognising…
speakrelease space
OkiI can help with “Dashboard”
How many first visits did branch 2 have this week, and which doctors dropped?
Opening the “First visits” report…
Opened “First visits”: 86 this week
Comparing with last week…
Compared with last week: −9%
Checking doctors’ schedules…
Checked branch 2 doctors’ schedules
DoctorBeforeNowΔ
Volkov A. · neurologist2112−9
Kim M. · orthopaedist1815−3
Zaitsev P. · neurologist1416+2
Show Volkov’s slotsCreate a task
Ask Oki
Every employeeLive
Answers from the knowledge base
Suggests what to tell a patient, finds a service in the price list, sets a task and opens the right section. Every answer links its source.
OkiI can help with “Schedule”
What do I tell a patient about the course format?
Searching the knowledge base…
Found the article “Course format”
- The doctor has already prescribed and scheduled the procedures
- Pay at once or in two instalments
- Follow-up consultations are included
Knowledge base · Course format
Show the scriptWhat if they say “too expensive”?
ManagersLive
Digs a metric down to the cause
Collects data from reports step by step, draws a chart and explains what changed. Creates a task for the clinic manager in one tap.
OkiI can help with “Revenue”
Why are there fewer first visits in October?
Looking at first visits by week…
Looked at first visits by week: 7 weeks
Comparing branches…
Compared branches: 2 of 5 dropped
First visits by week
Show doctorsCreate a task
Open neurologists’ slots for NovemberBranch 2 manager · by Friday
Task created
Medical leadershipLive
Review of a call with a doctor
After a meeting it reads the transcript and prepares a review: how to talk with the doctor, sensitive moments and what to discuss next.
OkiI can help with “Calls”
Review yesterday’s call with Volkov
Reading the transcript…
Read the recording and transcript: 24 min
Comparing with previous meetings…
Compared with two previous meetings
How to talkAnalyst: decides by logic and standards
Sensitive moment · 12:40MRI without indications: the doctor got defensive
Plan1. Send the clinic’s MRI rule · 2. Check 5 protocols in two weeks
Open the recording at 12:40Add to meeting plan
Ask Oki
Contact centre and marketingLive
Morning review of website requests
Every morning it compares requests with the usual level and comes to you with the cause: no slots, a broken form or the season. Code counts, the model only explains.
Morning review of requests
Requests are 4% below usual this week. I found why.
LaterShow
OkiI can help with “Dashboard”
Comparing with the usual level…
Compared with the same days over 4 weeks
Checking doctors’ slots and forms…
Checked doctors’ slots and booking forms
Neurologist−18 %Volkov has no slots until Friday
Osteopath+12 %more visits from maps
Booking formsOKno errors overnight
Open slots for VolkovShow requests
Ask Oki
EveryoneLive
Speaks up at the right time
Slides out on its own when there’s a reason: a meeting in 10 minutes, a forgotten task, a patient with no booking. One tap shows the whole day.
Call in 10 minutes
Protocol review with neurologists. I’ve prepared three questions from the last meeting.
LaterOpen
OkiI can help with “My schedule”
Today
10:00Weekly metrics review
11:30Interview: administrator
14:00Meeting with chief doctors
16:30Quality call: protocol reviewin 10 min
18:00Day summary with Oki
Join the callReschedule
Ask Oki
DoctorsIn progress
Answers from clinical guidelines
Looks for the answer in current national guidelines and open reviews, checks the numbers and links the source.
OkiMedical mode
What’s recommended for acute back pain without red flags?
Searching clinical guidelines…
Found current national guidelines
Cross-checking reviews…
Cross-checked with two open reviews
Guideline: low back painReview · 2023
What counts as a red flag?
Ask Oki
New employeesIn progress
Step-by-step training in the interface
Oki highlights the right spot and walks you through the working day: 14 lessons for assistants, 7 each for doctors and managers.
Step 2 of 14
Open the shift so the cash desk can take payments.
BackNext
Step 3 of 14
Take a payment to the patient’s advance: find them by name or phone.
BackNext
EveryoneIn progress
Understands photos and documents
Reads scans and photos, builds charts and assembles slides in the clinic’s style, ready to download.
OkiI can help with “Revenue”
October report.jpg
Make slides on this month’s results from this report
Reading the scan…
Read the scan: 3 tables and a chart
Building slides in the clinic’s style…
Built 6 slides in the clinic’s style
October results6 slides · PowerPoint · download
Ask Oki
The clinic’s own AI
We didn’t plug in someone else’s AI.We built our own.
We took an open language model, deployed it on the clinic’s servers, trained it and adapted it to the company: its sections, reports, rules and language. It is now the clinic’s own model. All of Oki runs on it, and not a single staff question goes to someone else’s cloud.
01Trained on the clinic’s knowledge
Knows the portal’s sections, reports, rules and staff language. Answers like a colleague, not a search engine.
02Runs on the clinic’s servers
The language model, speech recognition and search run inside the clinic. No third-party clouds.
03Data never leaves the network
Reports, calls and staff questions stay inside. And no per-request fees to a third-party service.
And all of it on a modest budget.
No data centre or team of engineers needed. A rented server with a GPU is enough for the model, and it answers fast and accurately. What matters isn’t money but experience: which model to pick, how to train it for the company and connect it to the data so it runs on modest hardware. That’s exactly what we do.
- A rented server instead of a data centre
- No per-request fees
- Tuned to the company’s tasks
More than forty sections
The portal grew from a schedule into the workplace of the whole network: service desk, academy, vacations, hiring, reviews, transcription and much more.
Colours and type
AaInterქართული · Русский · English
05 · Result
The portal became the workplace of the whole network: schedule, tasks, training and reports in one window. I keep developing it together with the clinic team.
Next.js · PostgreSQL · Prisma · Docker · AI
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