Hope Learning Center
Custom CRM System
The Hope Learning Center provides therapy services to the K-12 market in the greater Pittsburgh area. They were using a very segmented system to manage their referrals, appointments, therapists, and monthly billing. They were using a mix of a canned software solution, excel spreadsheets, and google calendar. None of which talked to each other, so working in their current environment required not only lots of management time, but also lots of patience.
To solve the problem they came to me asking to build a completely custom system tailored to their wants and needs.
I began by building a referral tracking system, where they can allow school districts to enter referrals with their own user accounts. These referrals are built so that they can eventually be "won" and turned into a service. The referral "wizard" allows them to enter a patient, and then the therapy service required. Multi-file upload ability is included and all files are stored in Rackspace cloud files.
Once a referral comes in, admins can manage and schedule evaluations for these referrals, and then eventually "flip a switch" and turn the referral into a therapy service, and add recurring appointments using a custom built scheduling system. Everything is logged into "history items" so that admins can see when stages are changed, or a therapist completes an appoitment. Users can also comment on individual items with timeline updates, appointment comments, rescheduling reasons, etc.
In addition, school districts can be added and billing reports can be generated for any time period required. These reports also allow pay schedules to be built, where individual service fees can be entered, with a date range for those fee schedules. This way, from a billing standpoint, service fees can change at any time and easily be pulled into an invoice. These invoices track things like appointment length, travel time, along with management time.
This complex system was built on Rails, with a Postgresql database all running on a rackspace cloudserver.