Error-proofing clinical practice and minimizing variations.
Collective Medical / PointClickCare understands the financial impact of value sets and implementing precise coding criteria. We reduce inefficiencies and operational costs, by streamlining the creation of new sets, updating files, and editing existing ones. An intuitive approach enhances the efficiency of analyzing and sharing codes, driving cost savings, improving workflow productivity, and delivering better outcomes for patients and stakeholders.
Duration: 8-week sprint
Tools: Figma, Adobe CS, Miro, Pendo, Jira, Aha!, Confluence
Role: Senior Product Designer
Team: Designer / PM Director / PM / Engineer
Interviews with clinical solution specialists.
The “Value Set Manager” empowers users to share codes, validate data, and save sets while maintaining high data integrity. Users can cancel or ignore invalid entries. This reduces errors by ensuring accuracy and consistency. The team can consistently quantify error and success rates, to identify trends and drive continuous improvement.
Earliest phase in synthesizing the data.
The value set manager is a “go-to” tool for many users in our organization.
The system tracks the creation of new value sets and the frequency of their utilization. To achieve this, they rely on a pre-established library of value sets, streamlining the process and reducing potential errors.
Ready, set, implement.
The heuristic evaluation identified inefficiencies in the coding process.
Each case or visit is assigned a code. Once uploaded, these codes are reviewed, edited as needed and released. The evaluation uncovered breaks and duplications in the coding workflow.
The clinical solution specialist
Clinical professionals are committed to building a process that is efficient, intuitive, and timely. The goal is to empower users to maximize the utility of value sets and updates while ensuring the integrity of data with the ability to protect and lock value sets.
"I know it's right because the system is helping me pick the correct codes."
Building a product from the ground up, we identified inefficiencies and unnecessary steps in the workflow by analyzing a user’s journey. Streamlining the process eliminated redundancies, resulting in a significant positive impact on productivity.
“We've got to build urgency around this."
Hypothesis:
• Significantly reduce clinical workflow friction and increase adoption rates
Test metrics:
• Time & Efficiency: Automating code will reduce processing time & eliminate manual adjustments
• Error Prevention: Implementing real-time validation will prevent clinical variations and code mistakes
• User Adoption: A streamlined interface
Success criteria:
• Processing time drops
• Error rates decrease
• Staff satisfaction scores increase
• Intuitive interface will prevent inputting errors
"A standardized tool to help users understand health problems."
The standardization of codes will increase efficiency across teams. The analysis identified error points where duplication occurred. Testing revealed users abandoned tasks more frequently. Leading to the implementation of:
• Real-time validation reduces errors
• Faster sharing of codes
• Duplication detection prevents coding mistakes
Building criteria for value sets
Launching new codes for client
"Users should be able to create/edit a new set of values"
Workflows revealed specialists struggled with code assignment. By streamlining the coding process:
• Reduced case processing time
• Automated task routing increased efficiency
• Intuitive navigation design cuts training time
• The redesigned workflow eliminated key friction points. Enabling specialists to handle more cases while maintaining accuracy
Work it out!
Key friction points that impacted productivity:
• Task completion rates improved by 67%
• Reduced cognitive load
• Streamlined decision points decreased errors by 82% while increasing user confidence
• Implementation of automated workflows that increased by 59% without sacrificing accuracy
Status view of value sets
Notification of Duplicated sets
Locked / Consolidated sets
"Back to the drawing board"
Stakeholders identified for fewer pop-ups and more inline editing. We improve efficiency by reducing the need to switch between screens, files, or software. During. user interviews, it confirmed this would speed up workflows and enhance productivity.
“Final consensus”
The redesign delivered a cleaner, more intuitive interface, addressing user feedback on clutter and usability. However, challenges emerged around ownership of locking codes, prompting further collaboration with stakeholders.
Upload / Download sets
Delete / Duplicate / Lock sets
Prototype
“I know it’s right because the system is helping me pick the right codes”
We recognized the value of implementing and utilizing value sets for the team. Providing an intuitive solution to create, edit, and manage sets, the team could streamline workflows and save time.
• An efficient method for extracting and sharing codes enhances collaboration and data-driven decision-making
• Driving user efficiency while supporting revenue growth
Upload / Download sets
"The system will force you to do the right thing while being able to have it be error-proof."
Target users can drive greater impact by enabling them to quantify error and success rates and leverage actionable insights.
Addressing both user and business needs, the solution allows to:
• Re-upload value sets across multiple clients
• Foster collaboration by sharing outcomes seamlessly
• Validate and save sets for consistent data integrity
• Handle invalid entries flexibly
This empowers users to enhance accuracy and scalability while meeting organizational goals.
Delete / Duplicate / Lock sets
Consolidate sets
Next steps
• Tracking & Accountability: Display "Last Modified" details (with date and user information) and implement a sign-off mechanism
• Efficient Approval Process: Define and document the steps
• Enhanced Search Functionality: Introduce a "Keyword Search" feature
• Notify users of similar criteria and guide them to use corresponding value sets, reducing duplication and enhancing consistency
Looking back
Initially, the project lacked direct references for comparison, making it feel abstract.
We executed a solution that met both business and user needs. In the research, users provided valuable input: highlighting enhancements that would make the platform more intuitive and user-friendly.