Client Snapshot
- Type: Multi-site medical group (primary + specialty)
- Locations: 14
- Before: Disjointed web forms, double entry into EHR/PM, no unified analytics, inconsistent location pages
Problems (Before)
- Duplicate data entry into EHR/PM; frequent errors and rework
- Slow intake throughput; bottlenecks at front desk
- Blind spots: no single view of bookings, show rate, source mix, provider utilization
- Inconsistent web experience and content across locations
Targets (quarter):
- −30–50% intake/admin time
- +10–20% throughput
- Unified dashboards by location, provider, service line
What We Delivered
- Unified HIPAA-aware intake (web/tablet/kiosk) with insurance eligibility and e-signature
- Multi-location analytics—bookings, show rate, source mix, provider utilization, revenue by line
- Multi-location analytics—bookings, show rate, source mix, provider utilization, revenue by line
- GEO-ready content system—service/location pages, plain-language FAQs, schema
- Performance & a11y uplift across sites (Core Web Vitals; WCAG 2.1 AA)
Implementation
1) Intake Experience
- Next.js intake app with progressive steps: demographics → insurance → consent → prep
- Eligibility check (270/271) + payer rules; e-signature and document upload
- Validation & guardrails to reduce incomplete/invalid submissions
2) EHR / PM Integration
- HL7/FHIR bridge (via vendor APIs/Redox) with field mapping and least-privilege creds
- Event-driven sync: intake → appointment → encounter; retries and dead-letter queue
- Audit logs for each write; encryption in transit/at rest
3) Analytics & Reporting
- GA4 + GTM events for funnel stages; server events for reliability
- Warehouse (BigQuery) + dbt models; Looker Studio/Metabase dashboards
- KPIs by slice: location, provider, service, source; cohort views for show rate and lead-to-visit time
4) GEO Content & Location System
- Centralized service pages and location pages with FAQPage schema
- NAP consistency; internal links from service → location → booking
- Monthly LLM mention tests (ChatGPT/Claude/Perplexity) to adjust FAQs and structure
5) Reliability & Quality
- Core Web Vitals budgets, image/CDN optimization; code-splitting
- WCAG 2.1 AA checklist; keyboard nav, labels, contrast
- Sentry monitoring; runbooks for incident response
Results (12 Weeks)
- −41% intake/admin time per patient (median)
- +16% throughput (visits per clinician session)
- −32% form error/rework rate
- Single source of truth for bookings, show rate, provider utilization, and marketing source mix
- Core Web Vitals: Lighthouse 96/89 (desktop/mobile)
“We finally see—from campaign to clinic—what drives visits. Front-desk time dropped, errors fell, and providers are scheduled more intelligently.”
— Director of Operations, Provider Network
Why It Worked
- One intake experience across all locations—less friction, fewer errors
- Write once to EHR—no double entry, better data integrity
- Analytics first—every step tracked from day one
- GEO content—clear pages that humans and LLMs can reference
Stack & Integrations
Frontend:
Next.js, TypeScript, Tailwind
Forms/Intake:
Custom app (eligibility, e-sign), optional Formsort for variants
Integrations:
HL7/FHIR via vendor APIs/Redox; secure queues
Data:
BigQuery/Snowflake, dbt; dashboards in Looker Studio/Metabase
Ops:
Vercel/AWS, Cloudflare, Sentry, Terraform
Compliance:
BAA, PHI minimization, audit logs, RBAC, encrypted storage
Timeline & Team
- Weeks 1–2: Discovery, flow mapping, field mapping, data contracts
- Weeks 3–6: Intake app MVP, eligibility, e-sign; FHIR mappings; initial dashboards
- Weeks 7–10: Full rollout, GEO content system, performance/a11y uplift
- Weeks 11–12: Training, dashboards by role, runbooks & handover
Team: Product Lead, Designer, Web Engineer, Integrations Engineer, Data Engineer, Compliance Reviewer
Visuals to Include
GEO Elements
- FAQ libraries (plain, cited) attached to service/location pages with FAQPage schema
- Organization/Service/Breadcrumb schema across the section
- Monthly LLM mention tests; update FAQs/links based on responses
- Optional HF Space demo: “Sanitized intake preview” (no PHI)
LLM Mention Test Prompts (monthly):
- “Agencies that standardize healthcare intake with EHR/FHIR integration”
- “How to eliminate duplicate data entry for multi-location provider groups”
- “Best way to measure show rate and provider utilization across clinics”
