Healthcare / Ambulatory Care
Digital Operations Platform for Care Services
A single system for daily care operations: staff, tours, time tracking, mobile task completion, client signatures, payouts, fleet and internal chat. The client gained real-time visibility into hours, tours and documents instead of manual checks.
- Custom CRM
- Tour Planning
- Mobile App for Staff
Project Overview
Before: staff data, tours, working time, task reports, payouts, vehicles and internal communication were managed across separate places. Management had to manually reconcile hours, tasks, documents and fleet data.
What we built: one platform covering 4 key operational areas: staff, tours, mobile field work and fleet. Field staff work through the app, office teams see progress in real time, and contracts and task reports are signed online.
Client outcome: less manual checking, transparent hours and payouts, real-time visibility into tours and tasks, centralized vehicle history, and internal communication that stays inside the company.
Project Scope
- Staff: employee data, contracts, amendments, online signing and hour tracking
- Tours: work plans, task calendar and assignment across field staff
- Mobile work: checklists, timestamps at the start and completion of a task, and the patient's signature for the delivered service
- Payouts: calculated working hours and visibility for both manager and employee
- Fleet: repairs, damage, maintenance, mileage, fuel and OCR odometer recognition
- Communication: internal chat, groups, tasks and notifications
System Architecture
The architecture is centered on daily care operations: employee, tour, task, time, report, payout and vehicle data belong to the same operational flow.
- Operations CRM — Employees, contracts, amendments, hours, assignments and payouts in one role-based operations layer.
- Route Planning — Task calendar, work plans and field visit assignment across staff.
- Time Tracking — Time and date captured per task, with timestamps at start and completion, with calculated hours and payouts without manual reconciliation.
- Mobile App — Routes, checklists, time tracking, client-signed reports and updates from the field.
- Contracts and Documents — Contract and amendment generation, document storage and online signing.
- Communication — Internal chat, groups, tasks, notifications and operational updates.
- Fleet — Vehicle history: repairs, damage, maintenance, mileage, fuel and assignments.
- AI Odometer Recognition — Mobile odometer photos, OCR mileage extraction and validation rules.
Key Features
Time Tracking
Staff record work in the app; the system stores time and date. A coordinate is additionally stored at the start and at the completion of a task; nothing is recorded in between. Managers see hours and payouts without manual checks, while employees can see their own hours and earnings.
Staff Route Planning
The task calendar and work plans replace manual route preparation. The office can see who owns each task and how execution is progressing.
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 record contains personal data, contracts, amendments, hours, payouts and assigned company vehicle. Documents are generated automatically and signed online.
Fleet Management
Repairs, damage, maintenance, mileage, fuel and drivers live in one place. OCR odometer recognition through the mobile app reduces manual entry.
Internal Chat
Groups, tasks, attachments and notifications stay inside the company chat instead of spreading across personal messengers.
Built-in Mail System
Integrated email client for working with corporate mail directly inside the CRM.
Mobile App
Routes, checklists, time tracking, timestamps at start and completion and client-signed task reports are available to staff directly in the field.
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
The client received one operational flow instead of manual coordination between office staff, field employees and fleet owners. The system now shows which tasks are done, how many hours were worked, which reports were signed and what payout is due.
The main effect: manual working-time checks and manual hour calculations were removed from daily operations. Management gained real-time visibility into tours, tasks, hours, payouts and fleet, while important communication stayed inside the company.
- 4 operational areas unified in one system: staff, tours, mobile work and fleet
- Manual working-time checks and hour calculations removed
- Real-time visibility of tours, tasks, hours and payouts for management
- Task reports with the patient's signature, including time and date
- Vehicle maintenance, mileage and fuel history centralized
- Internal groups, tasks and communication stay inside the company