2024
Health
Product Design
Introduction
OsteoMemo is a comprehensive, web-based chiropractic EHR and practice-management solution ideal for providers seeking automation in scheduling, billing, SOAP documentation, analytics, and patient engagement.
Project Overview
The goal of Osteomemo was to design and develop a robust web application that simplified clinic operations and improved patient engagement. Key features include a comprehensive dashboard, patient management tools, appointment scheduling, billing, claims forms, and customizable intake and assessment forms. The application also emphasizes user-friendly design, data security, and scalability for future growth.
Challenge
Chiropractic clinics often juggle multiple administrative and clinical tasks with limited staff and outdated systems. Most existing tools are either too general or overloaded with features irrelevant to chiropractors, resulting in inefficiencies, a poor user experience, and reduced patient satisfaction.
The primary challenge was to design a streamlined, responsive web application tailored specifically for chiropractic practices—one that simplifies appointment scheduling, SOAP note documentation, billing, and patient communication without the steep learning curve of traditional EHR systems.
We needed to address multiple key problems:
Fragmented User Journeys
Chiropractors and their staff often switched between different platforms or manual processes just to complete daily tasks, such as scheduling, billing, and note-taking. The goal was to consolidate these flows into one intuitive interface.Time-Consuming Documentation
Writing SOAP notes was tedious and repetitive. Many clinicians either rushed documentation or fell behind. We had to design a documentation system that is both customizable and efficient, with reusable templates, smart autofill, and fewer clicks.Lack of Real-Time Visibility
Practice owners lacked clear, real-time insight into performance metrics like revenue, appointment trends, patient retention, or claim rejections. We needed to create a dashboard that empowers decision-making at a glance.Patient Engagement Gaps
Missed appointments and poor follow-up communication were common. Many clinics relied on generic tools for reminders. The challenge here was to build in smart, automated patient engagement features to improve retention and care continuity.Device Accessibility & Speed
Chiropractors needed access on the go, from front desks to treatment rooms, or even mobile. The app had to be fully responsive, device-agnostic, and quick to load, even on unstable networks.
The solution demanded a balance between clinical efficiency, business performance, and modern design aesthetics. We weren’t just building software—we were creating a tool that could help chiropractors spend more time on patient care and less on admin work.
Solution
To address the complex needs of modern chiropractic practices, we designed OsteoMemo as an all-in-one, responsive web application focused on simplicity, efficiency, and clarity. Every feature was built to reduce administrative burden, improve workflow, and support business growth—all without sacrificing the ease of use.
Here’s how we approached and solved each key problem:
1. Unified and Streamlined User Flows
I designed a modular interface that puts scheduling, patient records, billing, and communication tools under one roof. Instead of switching between tabs or tools, clinic staff can perform most daily tasks from a centralized dashboard.
Clean, minimalist layout with a sidebar for quick module access
Tabbed navigation within patient records (History, Notes, Billing, Appointments)
Role-specific views for admins, practitioners, and assistants
Impact: Reduced context-switching, faster onboarding for staff, and fewer human errors in workflow.
2. Efficient SOAP Note Documentation
To simplify documentation, we built a dynamic SOAP note editor with pre-built templates and smart field suggestions.
Auto-suggestions for commonly used phrases and body parts
Reusable template library for different treatment types
Inline shortcuts and keyboard accessibility for rapid entry
Secure autosave and version history
Impact: Clinicians complete notes faster without compromising accuracy or compliance.
3. Real-Time Performance Dashboard
We introduced a data-rich, visually intuitive dashboard to give practice owners and admins a clear view of business health.
Appointment volume, revenue trends, and claim statuses
Patient retention metrics and care plan tracking
Daily and weekly to-do summaries for staff
Impact: Immediate access to KPIs, helping clinic owners make informed decisions without digging through reports.
4. Automated Patient Engagement
We embedded smart reminders and patient communication tools that reduce no-shows and build long-term engagement.
Auto-send SMS/email reminders for upcoming appointments
Post-visit feedback prompts to improve service
Patient portal with visit history, exercises, and invoices
Customizable message templates for holidays, birthdays, and health check-ins
Impact: Improved patient loyalty, reduced appointment gaps, and more consistent follow-up care.
5. Responsive, Device-Agnostic Design
Built with mobile-first responsiveness and offline resilience in mind, the app works seamlessly across desktops, tablets, and phones.
Touch-friendly interfaces for tablets in treatment rooms
Lightweight, fast-loading UI even on poor networks
Secure cloud access—no software installation required
Impact: Chiropractors and staff can manage the clinic anywhere, from reception to remote locations.
Results
After the design and development of the OsteoMemo chiropractic web application, we observed a significant improvement in the daily operations, patient engagement, and overall efficiency of partner clinics using the platform. The results validated the effectiveness of our user-centered design approach and demonstrated the tangible business and clinical value delivered by the system.
Here’s a breakdown of the measurable outcomes:
1. Reduced Admin Time by 40%
Thanks to the centralized dashboard, reusable SOAP templates, and streamlined billing features, chiropractic teams were able to reduce their time spent on admin tasks like scheduling, note-taking, and claims processing.
Clinicians reported completing SOAP notes in less than 3 minutes per patient on average (down from 7–10 minutes).
Front desk teams processed 20–30% more appointments per day without needing additional staff.
2. Dropped Missed Appointment Rates by 60%
With the introduction of automated appointment reminders via SMS and email, clinics experienced a noticeable drop in no-shows and late cancellations.
One clinic recorded a reduction from 18% to 7% in missed appointments within the first month of adoption.
Patients praised the ease of receiving and confirming reminders from their phones.
3. Revenue increased by 25% in 3 Months
By optimizing billing workflows and accelerating claims submission, clinics saw faster reimbursements and fewer rejected claims.
The integrated EHR and billing flow led to a 20% increase in successful first-time claim submissions.
With performance metrics readily available, clinic owners could spot missed opportunities and introduce more efficient pricing and retention strategies.
Key Learnings
Working on the OsteoMemo chiropractic web application presented a unique opportunity to deeply understand the intersection of healthcare, workflow design, and business management. Beyond building a functional product, the project revealed important lessons about designing digital tools for a specialized user group with very real time and clinical constraints.
Here are the most valuable takeaways from the project:
1. Niche Users Need Niche Solutions
Generic healthcare platforms often overwhelm or underdeliver for niche practices like chiropractic care. Through interviews and contextual research, we learned that chiropractors require very specific workflows, note formats, and billing codes. Designing around these made the product immediately more valuable—and easier to adopt.
2. Speed is UX
In a clinical setting, even a few extra clicks or seconds can cause frustration or disrupt flow. We prioritized low-friction interactions, autosave, keyboard shortcuts, and reusable templates—not just for convenience, but to protect the clinician's time and focus.
3. Designing for Behavior, Not Just Features
We realized early on that the biggest threat to successful adoption wasn’t technical—it was resistance to change. Many clinics were still paper-based or using patchwork systems. To address this, we designed flows that mirrored their current habits, then introduced micro-improvements, one step at a time.
4. Dashboards Aren’t Just Pretty—they Drive Strategy
When we launched the performance dashboard, clinic owners began noticing patient drop-off patterns and underutilized care plans they had previously overlooked. This taught us that data visibility isn’t just operational—it’s strategic.
5. Healthcare UX Requires Ethical Empathy
Patient data, privacy, and clinic liability were always top of mind. Every design decision—from login methods to data views, had to balance usability, HIPAA compliance, and security without sacrificing convenience.
