Streamlining operations for leading UK dental clinics

About

This project began with a request from one of the leading dental groups in the UK, which operates multiple practices and employs numerous staff members. The client selected UKAD based on our high ranking on Clutch and required an optimized solution for managing personnel, finances, and daily tasks to ensure growth and facilitate new partnerships with other dental clinics.

Dental clinics, besides treating patients, handle a significant amount of administrative and operational tasks. They need to maintain equipment, check fire extinguishers, order syringes, and complete hundreds of other daily tasks. Previously, the client managed these operations using spreadsheets, which involved numerous rules and a high potential for errors. Off-the-shelf solutions were inadequate for their specific needs. Therefore, we designed and developed a custom application to automate as many processes as possible, enabling staff to focus on their primary responsibilities.

Challenges

UKAD faced the challenge of designing and developing a comprehensive solution that included human resource management and inventory features, with flexible permissions and multi-tier access. The project required navigating complex business logic, industry regulations, and stringent security requirements.

Our team began with thorough business analysis and prototyping to understand the client's needs and refine the solution. We then developed a task management engine that could generate tasks with various scheduling options (daily, weekly, monthly, etc.), assign specific assignees or groups, and ensure appropriate task distribution. The solution also needed a robust supervision and appraisal system for managers to oversee and evaluate their teams.

Given the importance of scheduling in human resource management, the solution required advanced calendar features to manage employees across multiple locations. Additionally, stock management tools were essential for maintaining medical supplies in clinics. The project, managed under our 'dedicated team' model, spanned two years, demonstrating our ability to deliver long-term projects on time and within budget.

Solution

We developed a comprehensive platform with the following features:

• Task Management Tool: Enabled group and personal task arrangement, displayed employee availability, included automated negative scoring for failed tasks, and supported discussions within task cards, inspired by Trello.
• Scheduling System: Implemented a calendar view of employees across working locations, allowing administrators to easily manage human resources and reassign staff between clinics or surgeries using granular or bulk actions.
• Financial Integration: Integrated with the Xero accounting app to present financial data in context. Additionally, we built a budgeting function to quickly identify overspending by specific clinics.
• Flexible Permissions: Allowed administrators to create roles with any level of access and assign specific privileges with a few clicks.

The system is hosted in Azure and developed using Microsoft .NET, highlighting our expertise in .NET development services.

Results

The platform has been in production for over five years, with smooth operations and high satisfaction from both clients and personnel. Our ongoing maintenance and support underscore our long-term commitment and service-minded approach.

UKAD’s experience in building healthcare projects is evident in this successful implementation. We continue to ensure the system evolves with the client’s needs, maintaining our dedication to delivering robust, secure, and efficient solutions in the healthcare industry.

Technology Stack

Platform

Integrations