Medspoke is a platform for automating the remote certification of healthcare professionals in any of the 50 states of America.

What we did
Product Design
Front-end
Back-end
Support
Audit

Background

Medspoke started as an online communication platform for healthcare personnel and professionals who assist in obtaining and renewing a medical license. As a result of scaling and automating all processes, the platform has grown into a full-fledged certification platform for medical employees, taking into account the unique requirements of each of the 50 states. Over the entire period of the project's existence, representing the interests of medical workers, Medspoke has helped more than 3 thousand doctors to update permits documentation, cooperating with such market giants as Amwell, Relias and HeyDoctor.
location
USA
period
2015 - 2019
tech stack
Ruby on Rails, React, GraphQL

Customer Request

Author icon
Good afternoon. We represent an American company that provides brokerage services for obtaining, renewing and official updating of medical licenses. At the moment, we have a website that is just a landing page for receiving applications from doctors throughout the United States. We are interested in automating all processes and modifying the platform for the requests of user-doctors. Can you help in such a specific niche?
Author icon
Hello. We will do our best. To evaluate the scope of work and technical prospects for your project, we need to look deep into the platform. Besides, we need to delve into the positioning, goals and objectives of the project, see all the subtleties of renewing a medical license with our own eyes. We can communicate online through any messenger the most convenient is Slack. Let's get started?

Challenges

  • Deficiency of structuring IT processes

    The key obstacle in the project development was the lack of understanding of the technical task's priority, which confused the process of scaling the service, and, as a result, problems in the development of the platform's functionality.
  • Issues when working with the client interface

    For contacting the service manager, the client-doctor had to fill in only short information, and other materials were provided exclusively in a specific document scanning format, which led to confusion for both the client and the service specialists.
  • Insufficiency of documents' protection from forgery

    Managing licenses required many routine processes, such as drafting and signing a doctor's statement when submitting forms to government agencies. It made the license renewal procedure longer and more confusing, which discouraged customers.
  • Shortage of automation of interaction with the websites of state government agencies

    Managing licenses required many routine processes, such as drafting and signing a doctor's statement when submitting forms to government agencies. It made the license renewal procedure longer and more confusing, which discouraged customers.

Challenges

Challenges

Solutions

  • Systematization of IT works by priority

    Based on the marketing analysis of the project's tasks and the assessment of technical documentation and bugs in the service, a clear structure of studies was developed based on their importance and direct impact on the operation of the service.
  • Redesign and modification of the client cabinet

    After updating the UX service, the client received an intuitive account, where he could upload all documents and licenses in a convenient format and separate forms for this. At the same time, the system provided hints as to what materials were not enough to renew the license based on the state's CME requirements.
  • Implementation of the electronic signature hash function

    The introduction of the digital signature function allowed customers to upload personal data, providing company managers with permission to use them, which significantly simplified the process of identifying doctors and accelerated the license renewal procedure.
  • Process optimization of providing personal access

    The introduction of a unified automated form through which doctors could transfer access with the right to use them to the websites of departmental structures significantly simplified the system for storing and protecting personal information, and also accelerated the process of submitting requests to authorized bodies.

Solutions

Solutions
41k

CME hours were entered through the service

9k

tracking the expiration of licenses and certificates through the service

147k

documents were uploaded through the platform by customers

3k

unique users have used the service for all the time

Main features

Server for notifying doctors about the expiration of a certificate or license

Previously, doctors used the Medspoke service only when the CME had already expired or was about to expire, as a result of which, after the extension of the documentation, the client could no longer contact the company. The introduction of the notification server made it possible to inform previously registered users about the license expiration in 180 days. Besides, in the client's office, the user could view information about all certificates and licenses with the display of their expiration dates in the order of the closest ones. IT increased customer loyalty through timely renewals of medical licenses and expanded the number of services provided through the return of lost users.

Server for notifying doctors about the expiration of a certificate or license
Server for notifying doctors about the expiration of a certificate or license
Development and implementation of the CME tracker

Since the renewal of a medical license required the development of CME hours in different areas and specializations, each client had to provide the manager with the entire list of completed classes. Only in this case, the specialist could provide license renewal services. It significantly confused the client and slowed down the process, resulting in doctors abandoning the MedSpoke service. The trekker introduction enables systematization of all the information on the CME of each client, considering requirements for the license type, specialization and norms of each of the 50 US states. Each client could view the progress by points and domains to select the required one and speed up the license renewal.

Development and implementation of the CME tracker
Development and implementation of the CME tracker
Implementing a client-oriented document editor

Previously, to renew certificates and documents, the doctor-client had to manually fill out complicated forms for many lines with personalized information, which required the use of piles of papers. The FTL team developed and implemented an editor that automatically used data from the documentation already uploaded by the client to autocomplete the lines of all applications with automatic validation of the document with the client's electronic signature.

Implementing a client-oriented document editor
Implementing a client-oriented document editor

Technologies

Frontend:
Apollo GraphQL
SASS
Redux
React
Webpack
Backend:
Ruby on Rails
GraphQL
Sidekiq
Databases:
Postgres SQL
Redis
Tests:
Rspec
CI:
Circle CI

Customer review

Dmitry and his team were very responsive and excited to help us kickstart our project. We enjoyed working and collaborating with them. Their knowledge of best practices and testing were high-quality assets for helping us stay on track. I am glad we found them.

Tim BritCTO Medspoke

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