Dental PMS
At Unthinkable Solutions LLP, the need for streamlined processes became clear after handling multiple patient management projects for various dental clinics. These projects often shared the similar core requirements, but we were rebuilding the system from scratch each time.
This inefficiency led the team to conceptualize a modular Patient Management System (PMS)—a white-label, scalable template that could be customized for future clients, reducing both project time and costs.
At Unthinkable Solutions LLP, the need for streamlined processes became clear after handling multiple patient management projects for various dental clinics. These projects often shared the similar core requirements, but we were rebuilding the system from scratch each time.
This inefficiency led the team to conceptualize a modular Patient Management System (PMS)—a white-label, scalable template that could be customized for future clients, reducing both project time and costs.
Client
Client
Unthinkable Solutions LLP
(In-house project)
Unthinkable Solutions LLP
(In-house project)
Role
Role
Product Design Intern
Product Design Intern
Duration
Duration
4 Weeks
4 Weeks
Project Type
Project Type
Modular Template & Component Library
Modular Template & Component Library
Please note: A lot of information has been redacted in order to respect the non disclosure agreement of the agency. For a more in-depth discussion of the project, kindly schedule a meeting. Meanwhile, have look at the prototype here:
Please note: A lot of information has been redacted in order to respect the non disclosure agreement of the agency. For a more in-depth discussion of the project, kindly schedule a meeting. Meanwhile, have look at the prototype here:
Project Context:
Entering After Discovery
Project Context:
Entering After Discovery
While the presales team handled the research and gathered initial insights, my responsibility began with transforming these findings into actionable design solutions.
From the "jobs to be done" perspective, I focused on how the system would meet user needs across three key groups—patients, dentists, and clinic administrators—while ensuring the solution was scalable and modular for future use.
While the presales team handled the research and gathered initial insights, my responsibility began with transforming these findings into actionable design solutions.
From the "jobs to be done" perspective, I focused on how the system would meet user needs across three key groups—patients, dentists, and clinic administrators—while ensuring the solution was scalable and modular for future use.
Challenge: A Modular Ecosystem
Challenge: A Modular Ecosystem
The primary challenge was to create a modular design system—one that could be adapted for different clinics without having to redesign it from scratch every time. Each user group had distinct requirements:
The primary challenge was to create a modular design system—one that could be adapted for different clinics without having to redesign it from scratch every time. Each user group had distinct requirements:
Patients
Patients
a seamless, intuitive interface to manage appointments and access records.
a seamless, intuitive interface to manage appointments and access records.
Dentists
Dentists
efficient tools for managing patient care and handling administrative tasks.
efficient tools for managing patient care and handling administrative tasks.
Admin
Admin
a comprehensive system for overseeing clinic operations, from scheduling to inventory management.
a comprehensive system for overseeing clinic operations, from scheduling to inventory management.
Jobs to Be Done:
Defining User Needs
Jobs to Be Done:
Defining User Needs
Once the research insights were handed over, I focused on framing these needs into actionable jobs for each user group. Here's how I approached it:
Once the research insights were handed over, I focused on framing these needs into actionable jobs for each user group. Here's how I approached it:
Patient Side
Simplify appointment booking and rescheduling.
Provide easy access to medical records and care plans.
Offer a straightforward billing and payment interface.
Dentist Side
Quickly access patient details and treatment history.
Manage daily appointments and coordinate care plans.
Track clinic performance through analytics and patient trends.
Admin Side
Oversee clinic operations, including scheduling and patient flow.
Manage inventory and equipment usage.
Ensure smooth patient check-in and check-out processes.
Competitive analysis (Collecting references)
Design Process: Translating Jobs into Features
Design Process: Translating Jobs into Features
With these "jobs to be done" in hand, I translated each one into concrete features, focusing on modularity and user experience across the three modules.
With these "jobs to be done" in hand, I translated each one into concrete features, focusing on modularity and user experience across the three modules.
Patient Module:
Patient Module:
Appointments: A simplified appointment booking system with clear scheduling options and the ability to manage reschedules or cancellations.
Medical Records: An intuitive display of patient history and treatment plans, making complex data easily digestible.
Billing & Payments: A streamlined billing section where patients could quickly access their financial details, make payments, and view transaction history.
Appointments: A simplified appointment booking system with clear scheduling options and the ability to manage reschedules or cancellations.
Medical Records: An intuitive display of patient history and treatment plans, making complex data easily digestible.
Billing & Payments: A streamlined billing section where patients could quickly access their financial details, make payments, and view transaction history.
Dentist Module:
Dentist Module:
Dashboard: A high-level view of daily appointments, patient profiles, and care plans.
Patient Details: Quick access to detailed medical histories, with the ability to update care plans and treatment progress in real time.
Analytics: Tools to visualize clinic performance, patient trends, and overall productivity, allowing dentists to track their success over time.
Dashboard: A high-level view of daily appointments, patient profiles, and care plans.
Patient Details: Quick access to detailed medical histories, with the ability to update care plans and treatment progress in real time.
Analytics: Tools to visualize clinic performance, patient trends, and overall productivity, allowing dentists to track their success over time.
Admin Module:
Admin Module:
Appointments & Check-In/Check-Out: A system to manage patient flow, ensuring that admins could easily check in patients, track waiting times, and manage the schedule efficiently.
Inventory Management: A dashboard to track clinic supplies and equipment, ensuring that everything ran smoothly without running low on crucial items.
Communication & Referrals: Tools to facilitate communication between clinic staff and refer patients to other specialists when necessary.
Appointments & Check-In/Check-Out: A system to manage patient flow, ensuring that admins could easily check in patients, track waiting times, and manage the schedule efficiently.
Inventory Management: A dashboard to track clinic supplies and equipment, ensuring that everything ran smoothly without running low on crucial items.
Communication & Referrals: Tools to facilitate communication between clinic staff and refer patients to other specialists when necessary.
Login & Registration
Login & Registration
This is the entry point for patients, dentists, and admins. The design is simple and consistent for all user groups, ensuring a seamless onboarding experience.
This is the entry point for patients, dentists, and admins. The design is simple and consistent for all user groups, ensuring a seamless onboarding experience.
Patient Dashboard
Patient Dashboard
The home screen for patients where they can see a quick overview of upcoming appointments, care plans, and other information.
The home screen for patients where they can see a quick overview of upcoming appointments, care plans, and other information.
Dentist Dashboard
Dentist Dashboard
The central control hub for dentists, displaying their daily schedule, patient list, and clinic metrics.
The central control hub for dentists, displaying their daily schedule, patient list, and clinic metrics.
Equipment maintenance (admin)
Equipment maintenance (admin)
Helps clinic admins keep track of dental equipment and it's maintenance
Helps clinic admins keep track of dental equipment and it's maintenance
Design Challenges and Solutions
Design Challenges and Solutions
Customization vs. Consistency
Customization vs. Consistency
The main challenge was maintaining consistency across the different modules while allowing for customization. Since the system was intended to be repurposed, we focused on creating a component library—a set of reusable, adaptable design elements that could be quickly modified for branding or client-specific needs. This allowed the system to remain flexible without sacrificing cohesion.
The main challenge was maintaining consistency across the different modules while allowing for customization. Since the system was intended to be repurposed, we focused on creating a component library—a set of reusable, adaptable design elements that could be quickly modified for branding or client-specific needs. This allowed the system to remain flexible without sacrificing cohesion.
Seamless User Transitions
Seamless User Transitions
Each user type—patient, dentist, and admin—had a distinct workflow, but the system had to enable seamless transitions between modules. For example, a dentist viewing patient records could easily access the admin system for appointment adjustments. I ensured that the UI interactions remained consistent across all modules, allowing users to switch roles without encountering drastically different designs.
Each user type—patient, dentist, and admin—had a distinct workflow, but the system had to enable seamless transitions between modules. For example, a dentist viewing patient records could easily access the admin system for appointment adjustments. I ensured that the UI interactions remained consistent across all modules, allowing users to switch roles without encountering drastically different designs.
Outcomes: A Scalable, Modular System
Outcomes: A Scalable, Modular System
By the end of the project, we delivered a fully functional, modular PMS that could be quickly customized and adapted to fit any dental clinic’s needs. The design system’s component-based architecture allowed us to:
By the end of the project, we delivered a fully functional, modular PMS that could be quickly customized and adapted to fit any dental clinic’s needs. The design system’s component-based architecture allowed us to:
Reduce project timelines for future clients by 30% through reusable components.
Customize the platform for new clinics without starting from scratch, ensuring quicker turnarounds.
Create a seamless experience for patients, dentists, and admins alike, resulting in higher user satisfaction.
Reduce project timelines for future clients by 30% through reusable components.
Customize the platform for new clinics without starting from scratch, ensuring quicker turnarounds.
Create a seamless experience for patients, dentists, and admins alike, resulting in higher user satisfaction.
Patient registration (admin)
Lessons Learned: Efficiency Through Modularity
Lessons Learned: Efficiency Through Modularity
This project highlighted the power of a modular design approach. By building a system that focused on reusable components and adaptable features, we were able to drastically cut development time for future projects. Moreover, it emphasized the importance of translating user needs into concrete "jobs to be done," ensuring that each feature served a clear, functional purpose.
The experience also reinforced the need to maintain simplicity, even when designing for complex systems. No matter how intricate the backend operations were, the user interface had to remain intuitive and straightforward.
This project highlighted the power of a modular design approach. By building a system that focused on reusable components and adaptable features, we were able to drastically cut development time for future projects. Moreover, it emphasized the importance of translating user needs into concrete "jobs to be done," ensuring that each feature served a clear, functional purpose.
The experience also reinforced the need to maintain simplicity, even when designing for complex systems. No matter how intricate the backend operations were, the user interface had to remain intuitive and straightforward.
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