Custom EHR Software for Dental Clinics
Digitizing patient intake and treatment reporting with a custom dental EHR software for school-based dental clinics in Australia.
Client
A private healthcare company operating mobile dental clinics that provide treatments and checkups to school children across New South Wales and Victoria, Australia. With over 10 years in the market, the client approached us to digitize their paper-based workflows, automate key processes like patient intake and insurance verification, and build a secure, centralized EHR medical system aligned with healthcare data protection standards.
- Full transition from paper-based workflows to a digital system
- Automated patient intake using QR-code based forms
- Instant report generation and delivery to parents via email
- ISO 27001 compliance readiness with AES-256 encryption incorporated
Challenge
The client relied on manual processes for every stage of their operation — from distributing consent forms to collecting insurance information and documenting treatments. Multiple mobile teams served different regions simultaneously, creating complexity and inefficiency.
- Manual data collection and verification processes caused delays.
- Scheduling and treatment tracking were error-prone and inconsistent.
- There was no centralized system to view or manage patient or treatment records.
- Operational staff were overwhelmed by paperwork and manual coordination.
Solution
- 1 Project Manager/Business Analyst
- 1 UI/UX Designer
- 2 Frontend Engineers
- 1 Backend Engineer
- 1 QA Engineer
- Discovery Phase: Detailed mapping of all existing manual workflows across clinics.
- Planning: Designed modular system architecture with patient intake, insurance verification, and treatment recording modules.
- Agile Development: Feature updates were released biweekly, with continuous feedback from the client.
- Compliance Preparation: Embedded ISO 27001-aligned processes and applied AES-256 encryption to all patient data.
- The system is fully adapted for both desktop and tablet use, enabling autonomy for mobile teams.
- QR-code-based digital patient intake forms, linked to each clinic visit.
- Patient grouping by school and region (for initial rollout in NSW and Victoria).
- Semi-automated insurance data entry and validation.
- Internal scheduling tool for mobile teams with capacity and route management.
- Digital treatment recording tied to patient profiles and appointment logs.
- Branded, auto-generated treatment reports emailed to parents.
- Integration-ready treatment coding system with dynamic pricing.
- AES-256 encryption for data security.
- Data architecture aligned with ISO 27001 security practices.
The company’s leadership and key operations staff were deeply involved, participating in sprint reviews and feedback loops to ensure the solution matched real-world use cases and compliance goals.
- AWS
- React
- TypeScript
- Django
- Celery
- WebSockets
- Docker
- PostgreSQL
- SendGrid ESP
Insights from our team
“It was a great pleasure developing a project that radically changed the workflow from completely manual to fully automated. ADHV is oriented toward child health, which multiplies the value of the product. Understanding the client’s main pain points and closely working with the customer and their team drove the results we achieved.”
Results & Impact
- Enabled complete paper-to-digital transition in pilot regions (NSW, Victoria).
- Cut admin processing time by 50%+ during pilot runs.
- Centralized data management across mobile clinics, improving visibility and coordination.
- Faster, more accurate insurance processing and appointment scheduling.
- Improved transparency into per-school treatment delivery.
- Instant communication improvements with parents through emailed reports.
- Encrypted data storage meets modern security expectations.
- Foundation laid for national scaling.
Ready to Write Your Success Story with Us?
At Peppernode, we build custom healthcare and data management platforms designed for privacy, compliance, and operational efficiency. Get a free consultation and a quote.
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