Challenge

ThrillX, a virtual therapy clinic for Canadians, needed a secure and automated solution to manage therapist availability across multiple clinics. Their therapists often worked at different clinics, with availability spread across multiple Jane accounts. Due to privacy concerns with protected health information (PPI), therapists couldn't share their detailed schedules via Google Calendar, as the calendar entries contained sensitive patient information.

ThrillX hired Bloorsoft to develop a custom application that could:

1. Monitor therapists' Jane accounts to track and update availability in real-time without exposing patient data.
2. Automate patient routing by determining which therapist to assign based on availability and other factors.

The challenge was to ensure secure data handling, automating a previously manual process, and eliminating the need for administrative staff to monitor and update therapists' availability.

Solution

Bloorsoft implemented a custom scheduling system that automated availability tracking for therapists and securely routed patients to the right provider. The solution focused on integrating with Jane’s API while maintaining compliance with PPI (Protected Patient Information) standards.

Automated Availability Updates:We built an application using Next.js, TypeScript, Supabase, and Tailwind that continuously monitored therapists' availability across multiple Jane accounts. The system automatically updated the therapists' availability in the clinic’s primary scheduling system. This eliminated the need for manual intervention and allowed real-time availability updates without risking PPI exposure.

Secure Data Handling (PPI Compliance):Due to the sensitive nature of patient information, the system was designed with strict compliance to PPI standards. Patient names and other private details were kept secure and out of the availability data, ensuring that no protected information was exposed during the synchronization process.

Routing System for Patient-Therapist Matching:In addition to updating availability, Bloorsoft implemented a routing system that helped match patients with the right therapist based on several factors, including:

• Availability
• Therapist expertise
• Clinic location
• Patient preferences

This feature ensured that patients were efficiently routed to the appropriate therapist, reducing scheduling conflicts and enhancing the clinic's operational efficiency.

Real-Time Sync with Jane API:The application synced with Jane’s API to ensure that availability data from all the therapists’ accounts was updated in real-time. This allowed the clinic to have an accurate and up-to-date view of each therapist’s availability across multiple locations.

Results

Bloorsoft’s solution delivered significant operational improvements for ThrillX, automating a process that was previously manual and prone to delays.

Eliminated Administrative Overhead: The automated system removed the need to pay for an assistant to manually track and update therapists’ availability, saving both time and money.

Real-Time Availability Updates: Therapists' schedules were updated in real-time, ensuring that the clinic had accurate availability information at all times. This significantly reduced scheduling errors and improved clinic operations.

Increased Efficiency: The automated routing system helped match patients with therapists more effectively, reducing wait times and optimizing therapist utilization.

Secure Data Management: The system ensured full compliance with PPI standards, protecting patient privacy while allowing for the seamless synchronization of availability data.

Why Choose Bloorsoft?

Bloorsoft’s ability to design secure, automated solutions for complex scheduling challenges makes us an ideal partner for healthcare-focused businesses like ThrillX. Our focus on ensuring PPI compliance, while delivering an efficient and scalable system, helped ThrillX enhance their clinic's operations and eliminate manual processes.

At Bloorsoft, we specialize in delivering custom software solutions that address specific client needs, particularly in sectors where data privacy and operational efficiency are critical. Whether it’s integrating with third-party APIs, automating manual tasks, or securely handling sensitive data, we provide the technical expertise and innovative thinking necessary to drive business success.

‍