Enterprise app for
efficiency management
Beyond patient management: Designing for efficiency in rehabilitation centres.
Task heavy patient management system in rehab centres used analytical dashboard, lists & charts to envision a future where, patient progress is tracked, care improved and time/resource saved.
Beyond Grid: Deciphering a solution for rehab efficiency
From MiMo Console app to Enterprise app: A journey in Data Visualisation, Filter Data, Information Display and Track & Trace .
In 2024, I embarked on an enterprise UX adventure for rehab centers with Zeuron.ai, a health tech startup focusing on building solutions for neurological rehabilitation and wellness. In 2023, we successfully designed and developed an app like Xbox with 15 cognitive and 30 biomechanical games, which was used for training, assessment, and tracking progress with live analytics. Using computer vision, IMU sets, and other devices, patient activity was tracked, reports were generated with indicators, and progress was mapped. MiMo (Mind in Motion) is its name. We successfully installed it in rehab centers.
Role: UX & UI design
Tools: Figma, Anima, Spline
Team: a developer, a data scientist, a physiotherapist therapist, a Neuro Scientist and a UX researcher
Timeline: 4 months (January 2024 - April 2024)
Challenge
How might we help therapists centralise their workflows and deliver mobility therapy interventions more efficiently? how might we streamline treatment planning, progress tracking, and communication, how might we enable a more organised, intuitive, and effective way of managing therapy sessions.
Solution
The goal is to create a seamless, connected ecosystem of tools to streamline therapists' workflows, reduce stress, and improve efficiency. Designed as an end-to-end solution, the app enables therapists to plan treatments, integrate necessary tools, and track patient progress—all in one intuitive platform.
Role & Responsibility
End to end research to design more ownership on research and prototyping.
Timeline: 6 months
Team: 4 members
Tools
Research through Design
Human Centred Process
Prototyping
User Centric Design
Collaborative user story and journey mapping
Trend Analysis
Wizard oz method
Overview
Mission Failed
It wasn't working!!
It was not working along with the current manual heavy work system of rehab centres.
Employee survey was conducted to understand How to improve MiMo - Console for better user experience, insights where shocking
15
Pilot Console installed
MiMo Console installed in 15 rehabilitation Centers
90%
Product Satisfaction Rate
90% of the employees said that they are impressed with console gaming and training, along with analytics.
78%
When to use them?
It doesn't fit in their system, which lacks case history tracking. We tailor daily training based on patient responses.
67%
Too busy to handle
They are busy managing patients, documents, and training updates, with no updates from the head.
Problem
The therapists in rehabilitation centres struggle with communication, task management, and collaboration, making it difficult to effectively optimise resource usage across different stages of a patient's treatment journey.
Since MiMo failed, we decided to solve this issue first.
Through this case study, you will embark on a journey that unveils:
- The pain points of rehab centre professionals and their impact on efficiency.
- The creative ideation process drawing inspiration from diverse sources to find solution.
- The development of wireframes, shaped by user journey and user feedback. and constant refinement.
- The Dr. Physio apps potential future and the lessons learned along the way
Understanding the scope
01
User Needs
Understanding the user needs and value proposition of their service
02
Assumptions
Learn users' assumptions about centralising their workflow, including its impact on efficiency, customer satisfaction, and business growth.
03
Collaboration
Collaborate to frame research goals for the project.
Workshop, Survey, interviews, collaborative brainstorming is quintessential. The complex workflows of the multiple user types and their interactions with one another needed to be laid out in detail. In order to achieve that, I gathered as much as I could from the end users to understand the challenges they face and how they see the app making a difference in optimising pain areas.
Video created and published by one of our customer as part of their marketing promotion,
with full credit to them.
Qualitative Interviews
By exploring critical questions, I aimed to focus on finding meaningful opportunities. This collaborative process ensured that my design efforts were well aligned with both business goals and user needs. The insights gathered from real end users were remarkable, and I am sharing a few of them here.
01
Managing Multiple Patients
"As a physiotherapist, I often manage 10–15 patients daily with unique conditions and therapy requirements. Keeping track of each patient’s progress, appointments, and feedback manually is exhausting and error-prone."
Head Therapist (Decision maker - Business Owner)
02
Generating Reports
"I often need to share patient progress reports with other specialists or referring doctors. Creating these reports manually takes significant time, and errors can affect treatment continuity."
Specialist (Evaluator - Therapist)
03
Implementation of the program
"I oversee multiple patients, training them according to treatment plans outlined by the therapist. While treating patients, I’m responsible for communicating the treatment plans, including activities, to the assistants, as well as updating progress and assessing the program's effectiveness. However, I struggle to document these details during busy days, as I’m constantly moving from one patient to the next."
Physiotherapist Trainee (Implementer - Trainer)
Lack of a consolidated platform to access patient histories, notes, and exercise plans.
Difficulty in tracking session details and patient progress over time.
Lack of standardization in formats for easy sharing with other professionals.
Insights
After conducting numerous interviews, contextual inquiries, and analyzing the collected data, I categorized the insights into three key areas.
Sharpening the focus: Pain points to research objectives
Setting research objectives was the immediate step after affinity mapping. I drafted the research objectives, and the following objectives were created for the research.
01
Gaining a clear understanding of the requirements for digitizing the user journey.
How the head doctor (Business manager - decision maker), therapist (evaluator) and Trainer (Implementer) feel about the current methods?
Where would they expect to go to gather information about therapy, patient and progress?
02
Understanding the types of therapy centers, their hierarchy, and the user journey within each.
How does their perception of the current workflow influence their performance and growth potential?
Where do they currently turn to access patient history, track progress, and view daily work updates?
03
Discover what doctors, therapist and trainer trust & Value?
What workflows, hierarchies, and decision-making rights are currently in place, and what are the reasons behind them?
04
Expectation
Would digitizing the entire user journey—from patient onboarding to report approval, designing and validating training programs, onboarding the team, tracking progress, and analyzing business growth—significantly enhance and streamline their current workflow?
05
Future Goals
How can we define forward-looking goals for users, such as obtaining certifications, publishing treatment programs, and testing and validating various designed treatment programs?
User Profiles
The research made it evident how different users would use the app differently. To cater to this, I categorized them into three user profiles based on their goals and tasks
01
Patient Management
-
Patient registration/onboarding is handled through manual data entry in the system and file creation.
-
Patient condition interventions and assessments are conducted manually, including prescribing treatments.
-
Difficulty in tracking session details and patient progress over time.
-
Lack of a consolidated platform to access patient histories, notes, and exercise plans.
-
Risk of missing follow-ups or providing incorrect instructions due to manual systems.
-
Challenges in ensuring patients stay motivated and informed about their recovery goals.
-
Time-consuming manual report generation.
-
Lack of standardisation in formats for easy sharing with other professionals.
-
Errors or missing data due to manual compilation.
02
Treatment Program Design
-
Diverse condition specific customised program design
-
Communicating the programs to therapist, and trainer
-
Evaluating the program effectiveness and updating.
-
Report based on analysis and progress.
-
Communicating program to trainees.
-
Program effects and efficient.
-
Report sharing & analysis and implementing corrections
03
Task management
-
Inefficient appointment scheduling often results in overbooking or delays.
-
There is difficulty in prioritising critical cases during busy periods.
-
The lack of automation in planning and monitoring sessions contributes to inefficiencies.
Key Tasks:
-
Scheduling appointments
-
Assigning patients and tasks related to treatment
-
Updating treatment plans
-
Communicating treatment plans to assistants
-
Keeping up with changes and updates
-
Creating and updating reports for evaluators
-
Tracking and updating patient progress.
Profiles
Manager
Head Doctor/Specialist/Therapist | Program Design, Certification, Business Growth.
Uses whatsapp, LinkedIn, Gmail, Insta, Calls/Meets
Task Performed
-
Business Management
-
Design treatment program
-
Resource management
-
Hiring
-
Business growth
Evaluator
Specialist | Patient management, Analysis & Progress tracking, Task management.
Uses WhatsApp, LinkedIn, Gmail, Insta, Meet
Task Performed
-
Onboarding Patients
-
Assessment & Condition Conclusion
-
Creating Program Plans
-
Scheduling & Date Management
-
Assigning Tasks & Progress Tracking
-
Evaluating Program Effectiveness
Trainer
Therapy student or practitioner | Patient Training, Analysing & Report generation, Communicating updates, Report generation.
Uses WhatsApp, Linkedin, Gmail, Insta, Meet.
Task Performed
-
Patient training
-
Implementing programs designed
-
Coordinating with patients
-
Report Generation
-
Updating feedbacks to evaluate
Persona
As a focused group enterprise software, the research led us to identify key personas categorised as primary users: Center Head, Therapist, and Trainer.
How this is helping Head Doctor (Decision Makers)?
Progress tracking Daily, Treatment, Successrate, & Growth
5.
Approve Patient Reports, before sharing
4.
Design Condition specific
Treatment
2.
Check Patients details & Treatment Progress
3.
Consider Dr. Joshuva, the owner of a physiotherapy center, who currently relies on phone calls with specialist therapists to stay updated on business operations, patient progress, daily treatment updates, and therapy design plans. This manual approach often leads to inefficiencies, missed details, and communication gaps, highlighting the need for a more streamlined and collaborative solution.
Create admin account
1.
Head Doctor
A dynamic message hub designed to deliver real-time app updates, user insights, and market trends, fostering seamless communication and keeping users informed and engaged.
1. Create admin account
Training programs can be seamlessly saved and organized within the clinic's dedicated folder for easy access and management.
Designed training programs are conveniently accessible through the side navigation panel, ensuring quick and easy retrieval.
predefined framework for structuring training program templates, ensuring consistency and adherence to standards.
Edit option for making customised changes.
Inline guidance, and contextual help to clarify medical terminologies or procedures. Visual cues like icons and highlights ensured users didn’t hesitate due to uncertainty.
3. Track Patient Progress
A quick filtration panel provides actionable insights for informed business decisions, streamlining hiring processes, resource allocation, and growth analysis.
Booked appointments are displayed with clear indicators, providing quick visibility of status, priority, or special notes for efficient management.
How this is helping Therapist?
Therapist
On Board
patients
1.
Setup the treatment plan
2.
Task assigning
3.
Manage Schedules & booking
4.
Track Progress
5.
User Journey Map
The current user journey and the expected user journey are tracked to understand the flaws within the system. During the interview, the expected workflow was mapped, aiming to reduce time consumption by 50% compared to the manual process.
Doctors can rely on standardized templates for patient data entry.
Avoids regulatory compliance issues, making audits hassle-free.
1. Patient Onboarding
We adopted a minimalist design, focusing on clear typography, concise language, and modular layouts.
Confirmation bias can lead to users favoring data that supports pre-existing beliefs. To counter this, we ensured that the app presented alternative scenarios and comprehensive views of patient data, avoiding overemphasis on specific outcomes.
2. Setup Treatment Plan
Cluster illusions occur when users perceive patterns in random data. To prevent this, we designed visualizations and analytics with clear labeling and logical grouping, supported by filters and search functions.
3. Track Treatment Progress
Reduces time spent searching for records or retrieving fragmented data.
Allows doctors to quickly review and update patient information before appointments.
4. Manage Schedules
5. Assign task/Book appointment
From paper to prototype
Crafting Dr.App wireframes with the insights gathered it was time to translate them into tangible form, for this initial concept, I embraced the tactile satisfaction and fluidity of pen on paper, I sketched a range of low fidelity wireframes. This approach offered a fast and direct method to explore layouts and information hierarchy without getting bogged down in digital complexities.
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The Solution
01
Navigation Bar
It was quite important to decide the navigation content to helps users find what they need quickly and improves their overall experience. The navigation list had to be determined from the user journey and user requirements as a first step after insight analysis and requirement gathering.
02
Navigation Bar Stage 2
The navigation list was finalized after multiple iterations, considering user requirements, business aspects, and smooth task management.
After identifying the type of content, the layout was designed to be a list and display layout.
03
Patient Onboarding
The navigation content represented different stages of the user journey, with each journey requiring specific content to be displayed. Brainstorming sessions were conducted for each display layout, taking the requirements into consideration.
06
Onboarding Forms
There are two types of onboarding forms: on-call appointment booking and in-person onboarding. In-person onboarding follows HIPAA requirements. The form can also be downloaded as needed.
04
Patient Profile
The above iterations are part of the patient onboarding process, based on requirements and the patient profile, determined by the information to be displayed in the patient profile
05
Book Appointment
Booking an appointment falls under the broader category of appointments, which is further divided into 'Booked Appointments' and 'Book New Appointment.
06
Programs
Based on the patient's condition, doctors design assessments and training programs. The design process is divided into five screens or stages based on requirement analysis. Each stage requires expertise and specialization to develop the program.
07
Program - Create
Once a program is created or an assigned program is saved for the patient, it will display a body-part-based program. This program can be accessed during training and includes visual details of the activity, providing clear communication and guidance.
08
Doctor
A list of doctors with their information, including name, specialization, and contact details, will be added. Trainer details will also be included in the same format.
09
Reports
Signed and pending signatures by the responsible doctor. Only approved reports are allowed to be shared with the patient or used for further evaluation.
10
Communication
Patients can communicate with their doctors, admin, and trainers using their patient app.
11
Dashboard
The list of requirements includes viewing business growth, patient conditions and correlations, and treatment progress.
Final Screens
01
Dashboard
02
Onboard - Patient Form 1
03
Onboard - Patient Form 2
04
Onboard - Patient Form 3
05
Patient Profile
06
Profile - Patients
07
Profile - Doctor
08
Patient - Treatment
09
Patient - Report
10
Appointments
11
Appointments - Booked
12
Appointment - Book New
Data Visualisation
Around 30 types of Graphs designed
Patient Profile - Data Visuals
Patient Management Enterprise app of Rehabilitation Centers
Dashboard and Patient Profile
Dashboard gives analytics for Patient, Treatment Progress, Efficiency, and Growth.
Onboarding of patient to patient profile, where patient profile provides analytics for Treatment progress, Health index, and a Consolidated report of entire treatment
Closing thoughts
For the next billion - This was my final project before transitioning from co-founder of Zeuron to an advisory board member. The product is currently in development, with priorities aligned to beta, LA, and GA release milestones.
Designed to support billions of individuals with neurological conditions, the product focuses on delivering well-organized and thoroughly evaluated progressive treatment solutions, aiming to transform the way therapy is managed and delivered.