Scaling Care Across Communities
How a multi-location healthcare nonprofit saved 60% admin time through automation
[CLIENT]
A multi-location healthcare nonprofit providing free and low-cost health services to underserved communities.
[CHALLENGE]
Scale patient intake, volunteer coordination, and grant reporting across 4 locations without adding administrative staff.
[TIMELINE]
4 months
Each location operated independently with different intake forms, volunteer schedules, and reporting methods - making compliance and growth nearly impossible.
- !Different intake processes at each location
- !Manual volunteer scheduling across 4 sites
- !Grant reporting required weeks of data compilation
- !No centralized patient records (within HIPAA compliance)
- !Staff burnout from administrative overhead
We built a unified operations platform that standardizes intake, automates volunteer coordination, and generates grant reports automatically.
- HIPAA-compliant patient intake forms with centralized data
- Volunteer management system with cross-location scheduling
- Automated grant reporting with real-time metrics
- Staff dashboard for workload management
- Multi-location inventory tracking
Phase 1: Compliance Foundation
Set up HIPAA-compliant data infrastructure
Phase 2: Volunteer System
Implement cross-location volunteer management
Phase 3: Reporting Automation
Build automated grant reporting system
Phase 4: Operations Hub
Unify staff tools and workflows
The network successfully scaled to 4 locations while reducing administrative burden by 60% and improving grant reporting accuracy.
- Patient portal for appointment self-scheduling
- Integration with EHR systems
- Expansion template for new locations
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