Web-based clinic management and EMR software for a fertility treatment organization with dedicated portals for clinics, sperm bank users, and administration

About

About the Project

iMatch is a uniquely designed, all-in-one custom software solution that helps the clinics in our client’s network provide better fertility care to patients. The software streamlines the exchange of information between clinics and the London Sperm Bank regarding sperm samples that are ordered for patient treatments booked at the clinics. It offers a comprehensive set of tools for the clinics and sperm bank to manage the various aspects of the process, including tools to keep an electronic medical record (EMR) of every sample and treatment.

The system comprises a web-based portal for clinics, a portal for sperm bank users, and an admin portal for our client. The bespoke software solution serves as a clinic management system, EMR software, and order and inventory management system all in one. The sophisticated back end of the solutions involves complex logic, while at the same time providing a clean and easy-to-use interface for the clinic and sperm bank staff.

Our custom-built solution is compliant with the Human Fertilisation and Embryology Authority (HFEA) regulations and is currently helping hundreds of patients experience efficient fertility care.

About Client

Our client, London Women’s Clinic, is a private fertility healthcare centre based in London that provides a wide range of fertility treatments including IVF, IUI, and FET. Their network of clinics located all over England and Wales is closely associated with the London Sperm Bank and the London Egg Bank.

Banking

Problem

Our client was previously relying on outdated software with limited functionalities that could not cater to their expanding network of clinics. The majority of the interactions between the clinics, the sperm bank, and the patients were reliant on physical paperwork and manual data reporting. As a result, the patient care and provision of fertility treatments were being slowed down and it was becoming increasingly difficult for our client to maintain an accurate record of the exchange of information between clinics and the sperm bank regarding treatments, outcomes, patients, and donor samples.

When our client failed to find an off-the-shelf solution that offered modern functionalities to meet their complex requirements, they decided to revamp their legacy application to add new functionalities. They wanted a reliable and experienced software development company that could modernise the existing system by keeping the core structure and data and rewrite the entire app to add a set of additional components. They entrusted GoodCore with the project because of our extensive experience in developing high-complexity solutions for clients in the healthcare industry.

Solution

Solution

Our team brought the client’s vision to life by revamping their legacy application and transforming it into full-fledged clinic management and EMR system. We understood the complex nature of our client’s operations and their pain points to build a software solution that delivered on their requirements.

We successfully developed a system that ensures efficient communication between staff members working at different clinic locations and the sperm bank regarding orders, shipment of samples, treatments, and outcomes. In terms of design and functionality, we provided a consistent user interface which is intuitive and user-friendly for all types of users.

The solution includes a web-based clinic portal to manage, view, and update information about orders, treatments and their outcomes. On the other hand, the portal for sperm bank users offers tools to add, update, and view the database of donors, manage the inventory and storage of samples, and streamline the process of shipping samples to clinics. The admin portal allows our client to manage the accounts of users and modify their access and permissions.

Our custom-built clinic management and EMR software plays an integral role in London Women's Clinic’s daily operations and enables them to provide high-quality fertility treatment and care to their patients.

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What We Delivered

Order Management

Order Management

To streamline the information regarding orders that are placed at the clinics, we built an efficient order management functionality. The easy-to-use order dashboard provides a quick summary of all the orders and important information about customer ID, order number, patient data, allocated donor, order priority, sample status, patient consent, shipping date, and payment details for each order.

It gives an overview of the list of orders at various stages. We also built multiple search filters so users can easily sort and look up information and patient records in the database of orders.

The system imports order details from our client’s CRM system, Umbraco, and also provides the option to add order details manually.

Sample Allocation

Sample Allocation

Our client wanted a solution that would simplify the process of sample allocation which is a crucial step of the treatment process. All the samples that are ordered for treatments by the clinics need to be allocated by the sperm bank.

The system we built allows the sperm bank to easily allocate a sample for each order by automatically sorting the available samples for donors by the sample category that is ordered. Sperm bank users can view the available inventory and allocate a sample. Once a sample is allocated, the clinic is notified on their portal and they can either accept, reject, or request reallocation in response.

Outcomes and Treatment Record

Outcomes and Treatment Record

The sperm bank and clinics need to keep track of the treatments and their outcomes. Since each donated sample has a usage limit, it was also essential for our client to have a system that could avoid the overbooking of samples.

The outcomes and treatment record management functionality in the first phase of the project did not support the auto-creation of treatment records. This was added in the second phase of the project. It allows the system to automatically create treatment records for each order and book a slot against the ordered sample. Booked slots are reflected in the donor records in real-time and prevent the clinics from overbooking samples.

The system also offers tools to add, update, and view information about each treatment and the sample that is used for it. Clinics can report outcome details (i.e., pregnancy test results) for every treatment and notify the sperm bank in case of an adverse outcome. The system also automatically sends out an email to the sperm bank when a clinic reports a treatment outcome.

Clinics Dashboard

Clinics Dashboard

We created an easy-to-navigate dashboard for clinic users. The dashboard allows users to view and accept new orders, and cancel orders if required. Clinic users can also create and update treatment records, report adverse outcomes, and declare the status of samples and embryos if they have been discarded or transported to another clinic.

Clinic staff can also decide a shipment date with the sperm bank regarding orders using the clinic portal without having to contact them over call or email. We also built an in-app support option for clinic users where they can contact the sperm bank through email in case they require assistance regarding samples or treatments.

Donor Record Management

Donor Record Management

The system maintains an EMR of all the donors and their information. Sperm bank users can manage, view, and modify donor records and keep track of the available stock of donated samples. As the orders and treatments are updated by the clinics, the changes are reflected in the donor records, and the sperm bank can monitor the treatment and outcomes for each sample at various stages.

Stock Inventory

Stock Inventory

Efficient inventory management is necessary for our client to maintain the stock levels and avoid overbooking. We created multiple options for the users to sort and view the inventory information, including the option to view the storage information. Sperm bank users can easily locate a specific sample by looking up details of the type of storage container, tank, and box where it is stored.

Inventory records are updated when new samples or new storage options are added to the system.

Role-Based Access for Users

Role-Based Access for Users

The admin portal allows our client to manage different roles for the sperm bank users and clinic users and modify their permissions to access different functions within the system. Our client can also manage clinic accounts, add new clinics, and create their username for iMatch access.

Our Process

Our process of clinic management and EMR software development followed an agile model. We initiated the process by working closely with the client to understand the core structure of their existing system and the complex nature of their fertility treatment operations. After discussing the scope of the project at length, our client decided to divide the project into two parts.

The first phase involved revamping their legacy app. We rewrote the app in a SQL server, extracted the existing data, and migrated it to the new SQL platform.

The second phase was focused on adding new and complex functionalities to the system. We adopted a code-first approach and built highly-interactive, web-based front-ends for clinics using JavaScript, HTML, JQuery, and Razor, and added new features. We also built a robust administrative portal and introduced tools to manage user accounts and permission.

The software solution was thoroughly tested before it was released to ensure optimal performance and our team provided support and maintenance post-deployment.

Team

Team

Our team consisted of a project manager, two lead architects, a UI/UX designer, and a quality assurance engineer. The team worked throughout the first and second phases of the project and was also involved in periodic maintenance and support. Our EMR software developers understood the complex project requirements and delivered a high-quality end product that surpassed our client’s expectations.

Technologies

.Net

.NET

SQL Server

SQL Server

JQuery

JQuery

HTML

HTML

Javascript

JavaScript

Bootstrap

Bootstrap

Client’s Feedback

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Things
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  • Our team contacts you within one business day
  • We engage an initial discussion to understand your requirements
  • Our team of analysts and developers assess the scope and propose a way forward with mutual consultation
  • All information exchange is protected via a mutual NDA
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