End-to-end productivity tool for medical teams

Xenia Marova

User Researcher

Product Designer

Product Strategist

Adobe Suite

Figma

Google Analytics

Cloudberry

Simple all-in-one productivity tool for patient engagement, clinic team workflows, and medical partner collaboration. Link to the website.

Main problem

Current patient communication and team workflows are chaotic and tedious. Most offices use 6-8 independent productivity & workflow systems, complicating patient care. Interdisciplinary care (referrals and collaboration) still relies on analog systems, such as phone and fax, to communicate around patient care.

My role

Leading all product design efforts, building responsive web-based interface, conducting user workshops and helping forming visual design direction and product strategy for users needs and business goals.

Team

2 product designers, 3 top managers, 2 front-end and 3 back-end engineers.

Users

Doctors, clinical team members, patients in dentistry, primary care, OB/GYN, pediatrics.

Phase 1. Branding and user research

Some snippets from our platform's branding

Some of our user flows

Phase 2. Design

Secured onboarding flow and account security measures

To ensure new users have a safe experience, we implemented robust identity verification, encrypted authentication, secure data storage, and strict access control. We also provided clear guidance on best security practices, like maintaining strong passwords and avoiding suspicious activity.

Data control and patient confirmations

For every data share, users must have control over their data. Email notifications do not display content but prompt users to log in to view it on the Cloudberry platform. While reducing friction is commonly part of a good user experience, privacy protection takes priority, especially with sensitive health information.

Screen lockers

To comply with HIPAA regulations, we had to find a way to lock the screen to prevent unauthorized access.

Different information access levels

Different user roles exist with varying levels of access to internal information. For instance, staff may have access to information not available to patients, or certain guardians may have access to comprehensive data like financial and patient records.

Auto-suggestion and linked patient databases

By leveraging the power of technology, linked patient databases can provide medical professionals with access to a wealth of information about a patient's medical history, current health status, and potential care plans and share it with other doctors. The use of auto-suggestion helps to reduce the amount of time spent manually inputting data and allows medical professionals to make more informed decisions regarding their patient's care.

Reducing information clutter

Filtering processed information reduces clutter and prioritizes relevant data. This streamlines the workflow, facilitating timely access to necessary information.

Smart notification and reminder system for collective tracking

This is a powerful tool that can help clinic teams stay organized. It sends timely reminders about new patient messages and updates, and allows the whole team to collaboratively track and address notifications. This is a game changer for large amounts of data and communication, as it prevents anything from being overlooked and eliminates double work or overwhelming information.

Organizing files in folders

By having all of the files in one place, it will be much easier to find them when the team needs them. Furthermore, organizing files into folders can help the team keep track of different types of documents or other items, making it easier to access the right file quickly.

Tasks for every product entity

This was necessary to ensure that important details do not get overlooked, and that everything is taken into context. This is essential to avoid falling into the trap of missing important details, which can lead to costly mistakes. Furthermore, by having everything contextual, it makes it far easier to understand the bigger picture and make decisions that are in the best interest of the clinic and patients.

Prioritizing glanceability & Progressive disclosure

Emphasize improving glanceability by making use of widgets, collapsible parts, and utilizing a visual hierarchy with an accent color. This is a user interface design principle that suggests presenting only the most essential information to a user at any given time. This helps to reduce complexity and confusion, and allows users to focus on the task at hand.

Phase 3. User validation

To ensure our platform met user needs, we conducted extensive testing, validation, and consultations with end users to deliver a high-quality product. In addition to remote testing sessions, we held a 2-day workshop at a clinic, interviewing 5 doctors and staff, and observing and speaking with patients to gain insights into their experiences.

Pilot launch

In October 2022, we launched our pilot program in one clinic with more than 1,500 patients and eight healthcare team members. We were delighted to have the opportunity to begin this journey and to be able to help the clinic to provide the best possible care to their patients. After the launch, our team was pleased to find that the pilot program was a great success, with clinic team members and patients reporting higher satisfaction rates and improved outcomes.

100% active use by clinic team members

87% patients onboarded within 24 hours

30 offices of external partners engaged

8 tools replaced at the clinic

92% patients engaged within 24 hours

30 mins saved per team member per day

We are continuing to develop new features to support clinic workflows, such as teamspaces, direct messages, and message templates. We are also improving and iterating on existing features to provide a better user experience. As of May 2023, we already started onboarding the next 10 clinics (with 10k+ patients), which will give us the opportunity to reach a larger audience and gain more feedback.

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Posted Sep 30, 2024

Created an end-to-end responsive web tool that boosts patient engagement, streamlines clinic workflows, and enhances collaboration with medical partners.

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Vinsol