Case Study - Clinician Submission Portal (PTC Portal)
Metric Before After Submission errors High Significantly reduced Time clinicians spent entering data 10-15 mins/day < 3 mins/day Admin review effort Heavy Lightweight & structured...
Background
PTC’s clinicians previously submitted session details through shared spreadsheets, resulting in inconsistent formats, errors, and delays. As the team scaled, managing therapist submissions became a bottleneck.
Challenge
PTC needed a structured, easy to use interface for clinicians to log sessions without navigating complex spreadsheets. Key issues included:
* Incorrect date formats
* Missing SAR details
* Wrong duration entries
* Inconsistent place of service info
* Multiple versions of the file being used
The billing team had to manually clean data before processing slowing down operations.Our Approach
We built a custom AppSheet portal designed around PTC’s workflow.
Clinician-Facing Features
- Guided form for session entry
- Auto calculated duration based on Start/End time
- Validation to prevent missing SARs or invalid times
- Pre filled patient lists
- Restriction to avoid editing old cycles
Admin Features
- Real-time dashboard of...
| Metric | Before | After |
|---|---|---|
| Submission errors | High | Significantly reduced |
| Time clinicians spent entering data | 10–15 mins/day | < 3 mins/day |
| Admin review effort | Heavy | Lightweight & structured |
| Consistency across clinicians | Low | Standardized |
Additional Benefits
- A clean, mobile friendly workflow for clinicians
- Reduced back and forth between admin and therapists
- Clear audit trail for each session entry
- Improved data quality leading to smoother billing cycles
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Impact Overview
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