Digital Operations Platform for Care Services
Custom CRM · Tour Planning · Mobile App for Staff
A modular operations system for managing ambulatory care: staff, routes, time tracking, contracts, fleet, and client communication in a single digital infrastructure.
Project Overview
An operations platform for an ambulatory care service (Pflegedienst), designed to streamline field work, reduce manual coordination, and provide traceable documentation.
The system combines staff management, route planning, time tracking, contracts, and fleet — supported by a mobile app for field staff.
Project Scope
- Operations CRM for staff and service management
- Route planning for field staff (single and multi-stop tours)
- Time tracking with start/end recording and reports
- Mobile app for field staff
- Contracts and document workflow (automation and signing)
- Real-time messaging and notifications
- Internal corporate chat
- Fleet management with mileage tracking
- AI-based odometer recognition (detection and OCR pipeline)
- Provider corporate website
- Built-in corporate email
- Client and visit calendar
System Architecture
The platform is designed as a modular system with separated operational domains and a unified data flow.
- Operations CRM — Central data layer for staff, services, assignments, and operational records with role-based access.
- Route Planning — Daily tour planning: multi-stop routes, arrival/departure logic, and time estimation.
- Time Tracking — Start/end recording linked to tasks and routes, audit trail, and report export for operational control.
- Mobile App — Interface for field work: routes, task completion, time tracking, communication, and on-site documentation.
- Contracts and Documents — Contract generation from templates, document storage, and signing workflow.
- Communication — Real-time messaging, system notifications, and live updates via WebSockets and push.
- Fleet — Vehicle registry, insurance and maintenance, mileage tracking, and operational assignments.
- AI Odometer Recognition — Odometer recognition from photos and data extraction via OCR with validation rules for reliable mileage tracking.
Key Features
Time Tracking
The system records planned and actual hours per employee. The panel shows the gap between plan and completed work, plus detailed task history.
Staff Route Planning
The dispatch panel allows planning staff tours for the day. Each column represents one employee with their tasks, client addresses, visit duration, time logic, and real-time progress visibility for dispatch and management.
Client Calendar
The calendar manages client visits and assigns staff to specific time slots. Day, week, and month views are supported.
Staff Management
The employee card holds personal data, contract, working hours progress, and assigned company vehicle.
Fleet Management
Registry of company vehicles with mileage, maintenance, and assigned drivers, plus AI odometer recognition for reliable usage tracking.
Internal Chat
Real-time team communication between staff and office. Attachments, polls, and system notifications are supported.
Built-in Mail System
Integrated email client for working with corporate mail directly inside the CRM.
Mobile App
App for field staff: completing routes, time tracking, updates, and on-site documentation.
Technical Implementation
Backend
- Laravel (PHP)
- REST API
- Role-based access
- WebSockets for real-time events
- MySQL data model and optimization
Frontend
- React web app for operations management
- Responsive UI for dispatch and administration
- Component-based UI architecture
Mobile
- React Native app for staff
- Push notifications via Firebase
- Offline-resilient data flow for field use
AI / Automation
- Python pipeline for odometer recognition and OCR
- Validation rules for data reliability
- Document workflow automation
Results
A single operations platform replaced fragmented coordination of routes, time tracking, documentation, and fleet.
Field work became structured, traceable, and manageable — with real-time visibility for management and staff.
- Centralized operations control for ambulatory care services
- Traceable time tracking tied to routes and tasks
- Reduced manual coordination through structured processes
- Mobile field mode with real-time updates
- Scalable platform for growing operations