Patient Overview Screen Redesign

Revamped the patient overview screen for pediatric therapists, significantly improving the accessibility of critical patient information. This redesign optimized the workflow for managing expiring authorizations, communication history, and patient scheduling, by introducing a consolidated, user-friendly interface, the platform achieved

Headquarters

Florida, USA

Industry

Health-Tech

Challenge

Information Overload: The existing interface presented too much information at once, causing cognitive overload and making it difficult for therapists to focus on the most relevant data.
Lack of Prioritization: Key elements like expiring authorizations and upcoming appointments were not prominently displayed, making it challenging for therapists to quickly address time-sensitive issues.
Fragmented Data Access: Therapists had to navigate through multiple tabs and sections to retrieve critical information, leading to inefficiencies in patient care and an increase in time spent on administrative tasks.
Inconsistent User Flow: There was no streamlined approach to patient profile management, forcing therapists to jump between different modules, leading to workflow disruptions.
Error-Prone Documentation: Limited error prevention mechanisms during data entry increased the risk of mistakes, such as missed authorizations or scheduling errors, which negatively impacted patient care.

30%

Decrease in Time Spent Reviewing Patient History

25%

Reduction in Overdue Authorizations

40%

Increase in efficiency of Patient's corrections.

Process

Problem Statement

Therapists were spending an excessive amount of time navigating between multiple tabs and screens to access critical patient information, such as intake forms, expiring authorizations, and patient history. This fragmented workflow led to inefficiencies, increased the likelihood of missed authorizations, and made it difficult for therapists to quickly retrieve the information they needed to provide timely and effective care. The lack of a streamlined interface also hindered the ability to efficiently search for patient profiles, further slowing down the overall documentation and care process.

Objective

The objective of the redesign was to create a consolidated, user-friendly patient overview screen that allows therapists to quickly access essential patient information, including intake forms, expiring authorizations, and communication history. The redesign aimed to streamline workflows, reduce the time spent on administrative tasks, and improve overall efficiency in managing patient care.

Qualitative Research

To gain a deeper understanding of the pain points and needs of therapists when interacting with the patient overview screen, we conducted a series of interviews and usability testing sessions with pediatric therapists who frequently used the platform. Here are the key insights derived from our qualitative research

1. User Interviews

Participants: We interviewed 10 pediatric therapists with varying levels of experience, from new users to those who had been using the platform for over a year.

Navigation Issues

A large number of therapists voiced annoyance at needing to alternate between numerous tabs to locate essential client data, like intake documents, ending authorizations, and interaction history. This disjointed process frequently resulted in misunderstanding and postponements.

Intake Form Accessibility

Therapists reported that intake forms were difficult to locate and often buried under several layers of navigation. This caused unnecessary delays when preparing for therapy sessions.

Expiring Authorizations

Many therapists shared that expiring authorizations were not clearly visible, resulting in missed renewals and disrupted care for patients.

Conclusion from Qualitative Research

From the interviews, usability testing, and observational studies, we identified key pain points in the patient overview screen:

Fragmented navigation led to inefficiencies and increased time spent on administrative tasks.
Poor visibility of critical information, like expiring authorizations, caused delays in patient care.
Inefficient search made it difficult for therapists to find patient profiles quickly.
Cognitive overload from too much information on one screen hampered productivity.

Quantitative Research

To validate the insights gathered from qualitative research and measure the impact of the current patient overview screen, we conducted a series of quantitative studies. The focus was on understanding the efficiency of therapists in completing their core tasks—such as accessing intake forms, monitoring expiring authorizations, and searching for patient profiles—within the existing design.

Time-consuming tasks

Therapists spent an average of 3-4 minutes on tasks that should have taken less than 1 minute, such as accessing intake forms and checking authorizations.

High error rates

Missed authorizations and incomplete patient records were common due to poor visibility and lack of alerts

Inefficient search functionality

Therapists struggled with search inefficiencies, often taking multiple attempts to locate the correct patient profile.

Low user satisfaction

The existing interface scored poorly in terms of ease of use and overall satisfaction, with therapists demanding a more streamlined and accessible workflow.

Goals

Enhance Search Functionality: Implement an intuitive patient search with auto-suggestions and filters to help therapists quickly find the patient profiles they need.

Streamline Access to Key Information: Consolidate critical patient data, such as intake forms and expiring authorizations, into a single, easy-to-navigate screen, reducing the need to switch between multiple tabs.

Improve Visibility of Expiring Authorizations: Provide clear, real-time alerts for expiring authorizations, allowing therapists to act proactively and avoid missed deadlines.

Reduce Administrative Time: Minimize the time therapists spend on reviewing patient information and completing administrative tasks, enabling them to focus more on direct patient care.

Increase Efficiency in Documentation: Simplify the process of reviewing intake forms and patient history to ensure that therapists can retrieve and act on information more quickly, improving their overall productivity.