Personalized Therapy Program Management

The not-for-profit runs dozens of programs and works with thousands of providers, therapists, and certified behavioral specialists. They have a complex operational cycle that involves finding the right people for each case, planning budgets, scheduling services, and managing the allocated supports. It needs to be precise, effective, and scalable.

To reach operational efficiency, they had to solve several challenges:

• Excel- and paper-based processes that lack automation and potentially lead to errors.
• Manual workflows that rely on specific people and lack scalability.
• Complex scheduling and planning with multiple dependencies (calendars, provider availability, budget caps).
• Legacy systems and fragmented services that lack interoperability and integration.
• No centralized knowledge base and loads of paper-based data.
• Stringent data security standards and requirements (health records, therapy logs, patient/student personal data).
• Lack of instant visibility into planning, scheduling, and budgeting that prevents effective data-led decision-making.

To solve these challenges, they needed a reliable, secure, and scalable system for planning and managing programs effectively.

They also needed an experienced tech team to turn these challenges into clear, actionable requirements, and deliver a system to effectively address them. A capable team to bring their vision to life.

From the first MVP launch to further scale-up, we delivered a cloud-based modular application that:

• Automates and improves organizational processes — budget planning, scheduling, time logging, reporting, and payroll.
• Makes complex planning simpler and more efficient — the staff can plan therapy services and assign the right providers to the right cases while navigating multiple dependencies.
• Provides instant visibility into budget allocation to maximize services and impact of care without overspending.
• Brings transparency, efficiency, and precision into every stage from budget forecasting to care progress and evaluation.
• Gives a 360-degree view into programs and services on a data-rich easy-to-use interface for fast insight-driven decisions.
• Future-proofs services with stronger security and compliance and better scalability.
• Helps cut operational costs and increase the overall quality of service.

Adoption of the new application instantly improved the way the organization plans and manages programs and resources bringing structure and efficiency into every process. It helped them enhance the quality of healthcare and education services and amplify their impact.

Managing therapies like ABA or other personalized care is challenging. It implies adapting plans and schedules to each child based on individual therapy and progress. Programs involve different specialists and roles and have multiple dependencies.

To transform this complex process into a seamless online experience, we focus on intuitive design and add useful features, settings, and actions. The goal is to not only automate the workflow but to improve it fundamentally, making it easy to navigate and manage. With the new application, they can in a matter of clicks:

• Assign and track the initial assessment.
• Set up cases and plans for personalized therapy for each child.
• Break plans into weekly milestones considering the goals of therapy and the individual needs of each child.
• Select, assign, and manage therapy specialists and supervisors for each case taking into consideration multiple factors (location, availability, approval, relevant certification, rate, budget cap).
• Track assigned and unassigned therapy hours and dynamically adjust plans to quickly close gaps in schedules and ensure therapy progress.
• Track and manage availability, certification compliance, and time logs of therapy specialists and supervisors.
• Track therapy progress with dynamic session status, progress reports, and session notes.
• Get quick access to all relevant contextual data for each case in one place (patient data, assigned specialists, planned assignments, assignment status, provider fees and rates).
• Analyze therapy costs to fit the target budget and balance spending.
• Validate insurance approvals, process claims, and manage provider payments.
• Onboard new providers, validate and track certifications.
• Safely store and manage documentation and patient data.

The transformation of complex largely manual processes with multiple dependencies and roles starts with in-depth understanding and strategy. Our first step was to run a thorough Discovery that involved interviewing stakeholders, analyzing processes and interactions, gathering requirements, and reviewing technical aspects.

Next, we defined priorities based on the set goals and timelines and created a roadmap to deliver on the targets, phase by phase. Our aim at this step was to make sure we could bring value early on. This gradual approach also supports the painless integration of the new application into the existing environment while keeping the operations running.

We used functional user-centered design to make data easier to access and act on. Through research and prototyping, we created an optimal user experience with intuitive navigation, data-rich cards and dashboards, and one-click actions. Design became a backbone for effective experience, minimal learning curve, and quick time to insight.

Phase by phase, we transformed scattered nonlinear processes into a seamless online experience. This change led to better, more structured workflows, providing the organization with the precision, transparency, and efficiency they needed to plan and run personalized therapy and education programs.