Healthcare Document Management System Redesign (Concept, Developer Collaboration)
Healthcare Document Management System Redesign (Concept, Developer Collaboration)
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Overview
Overview
I worked with a developer on a concept redesign of a document management system for a mental health clinic. Based on recorded interviews with the clinic’s CEO and technical documentation, I looked into existing workflows, identified points of friction for both staff and patients, restructured the user-flow & IA, and designed prototypes suitable for validation and development handoff.
My Goals?
Make patient documents and records faster and safer to access.
Reduce friction across appointment scheduling and core administrative workflows.
Modernize the interface to lower error rates and improve day-to-day usability.
I worked with a developer on a concept redesign of a document management system for a mental health clinic. Based on recorded interviews with the clinic’s CEO and technical documentation, I looked into existing workflows, identified points of friction for both staff and patients, restructured the user-flow & IA, and designed prototypes suitable for validation and development handoff.
My Goals?
Make patient documents and records faster and safer to access.
Reduce friction across appointment scheduling and core administrative workflows.
Modernize the interface to lower error rates and improve day-to-day usability.
Before and after shots of the Dashboard & Documents page of the software
The Problem
The Problem
The existing platform was complex and poorly structured. Based on interview notes and developer input, the following issues surfaced.
Key Issues;
Information retrieval was slow and required knowing exact keywords.
Admin workflows like patient logging and appointment scheduling took too many steps.
Inconsistent UI made onboarding new staff difficult.
Poor hierarchy of information often led to missed or duplicated actions.
The existing platform was complex and poorly structured. Based on interview notes and developer input, the following issues surfaced.
Key Issues;
Information retrieval was slow and required knowing exact keywords.
Admin workflows like patient logging and appointment scheduling took too many steps.
Inconsistent UI made onboarding new staff difficult.
Poor hierarchy of information often led to missed or duplicated actions.
My Role
My Role
As the only designer on the project, I focused on:
Properly breaking down interview insights provided by the developer.
Mapping the current workflow to uncover inefficiencies.
Designing and prototyping improved flows and modern UI screens.
Delivering detailed documentation for potential engineering handoff.
As the only designer on the project, I focused on:
Properly breaking down interview insights provided by the developer.
Mapping the current workflow to uncover inefficiencies.
Designing and prototyping improved flows and modern UI screens.
Delivering detailed documentation for potential engineering handoff.
Observation & Problem Statement
Observation & Problem Statement
To start off, I reviewed the interview recordings and notes from the clinic CEO with the goal of framing the challenge into structured problem statements, mapping bottlenecks, and identifying what’s worth solving.
After reviewing the files I had a proper understanding of recurring frustrations such as slow search, frequent scheduling errors, and confusing document labelling.
Based on this, I defined two core user personas: Admin Staff (power users) and Patients (casual users), both of whom needed faster onboarding and smoother task execution.
To start off, I reviewed the interview recordings and notes from the clinic CEO with the goal of framing the challenge into structured problem statements, mapping bottlenecks, and identifying what’s worth solving.
After reviewing the files I had a proper understanding of recurring frustrations such as slow search, frequent scheduling errors, and confusing document labelling.
Based on this, I defined two core user personas: Admin Staff (power users) and Patients (casual users), both of whom needed faster onboarding and smoother task execution.
User Persona A
User Persona B
Exploring Possibilities
Exploring Possibilities
Using insights from my observation, I brainstormed several ways to restructure the system:
Workflow Simplification: I broke down core admin tasks (logging patients, retrieving documents, booking appointments) into step-by-step flows. This made it easier to spot redundancies and friction points.
IA Restructuring: I restructured the platform’s navigation and grouping logic to prioritize high-frequency tasks and make paths more predictable. Improvements include:
A multi-filter search instead of keyword-only search.
Colour-coded scheduling interface with overlap alerts.
Fixed sidebar navigation with clearer hierarchy.
Patient Experience Review: I introduced patient-facing improvements that made the system more accessible and less technical:
Simplified document labels into human-readable terms and added short summaries for clarity.
Enabled mobile access for patient records and documents.
Fixed calendar sync to prevent missed appointments.
Redesigned the interface tone and layout to feel more approachable and patient-friendly.
Key questions I asked myself during this process:
How can I make document retrieval feel as fast as something like a Google search?
Can I reduce new staff training time to near-zero?
What UI layout will best suit a high-cognitive-load environment like a clinic?
How do I simplify the platform's UI just enough for it to be welcoming and pleasant to the average patient.
Using insights from my observation, I brainstormed several ways to restructure the system:
Workflow Simplification: I broke down core admin tasks (logging patients, retrieving documents, booking appointments) into step-by-step flows. This made it easier to spot redundancies and friction points.
IA Restructuring: I restructured the platform’s navigation and grouping logic to prioritize high-frequency tasks and make paths more predictable. Improvements include:
A multi-filter search instead of keyword-only search.
Colour-coded scheduling interface with overlap alerts.
Fixed sidebar navigation with clearer hierarchy.
Patient Experience Review: I introduced patient-facing improvements that made the system more accessible and less technical:
Simplified document labels into human-readable terms and added short summaries for clarity.
Enabled mobile access for patient records and documents.
Fixed calendar sync to prevent missed appointments.
Redesigned the interface tone and layout to feel more approachable and patient-friendly.
Key questions I asked myself during this process:
How can I make document retrieval feel as fast as something like a Google search?
Can I reduce new staff training time to near-zero?
What UI layout will best suit a high-cognitive-load environment like a clinic?
How do I simplify the platform's UI just enough for it to be welcoming and pleasant to the average patient.
Build & Prototype
Build & Prototype
With my ideas and solutions complete, I created high-fidelity designs and prototypes to visualize my solutions. I focused on making them as unobtrusive and minimal as possible.
With my ideas and solutions complete, I created high-fidelity designs and prototypes to visualize my solutions. I focused on making them as unobtrusive and minimal as possible.
Hi-Fidelity Designs
Stress Testing & Refinement
Stress Testing & Refinement
Based on feedback from the developer, I made a few improvements.
Design iterations made after receiving feedback:
Improved the structuring of the search results modal after noticing that in the previous format I didn't properly group the different categories which would have led to users taking longer to find the file they wanted.
Added keyboard shortcuts for high-frequency workflows making the software even easier to use.
Improved the user flow for the "Patients" section reducing the number of clicks to reach patient files.
Here are two features I explored but didn't implement.
Collapsible Sidebar for Users: I initially designed a collapsible sidebar to create a cleaner, distraction-free workspace. The assumption was that staff would value maximum screen real estate during data-heavy tasks.
During walkthroughs, it became clear based on the dev's input that staff relied heavily on persistent navigation as an orientation anchor while jumping between modules. Collapsing the sidebar forced extra pauses, as users had to re-expand and visually re-locate their position each time. The feature added friction instead of reducing it. I kept the sidebar permanently visible, but redesigned it with clearer hierarchy, iconography, and grouped sections so it felt lightweight without compromising wayfinding.
I also considered using breadcrumbs instead as a kind of middle-ground between the two but didn't end up doing so after a bit more exploration made it clear that it wouldn't have worked for certain edge-cases
Natural Language Search Bar: I explored a natural language search bar that allowed queries like "Show me all therapy sessions from July" or "Find Ngozi Ibe's consent to treatment file" The goal was to make retrieval faster and reduce reliance on exact keywords. In practice, when I evaluated the prototype with my developer partner, it became clear that the feature introduced more problems than it solved.
The system would require complex back-end logic, users would need training to phrase queries correctly, and the overall trust in results could be fragile. It was an over-engineered solution for an internal tool. I replaced this with a multi-filter search (file type, visibility setting, date range) that was simpler, predictable, and aligned with staff workflows.
Based on feedback from the developer, I made a few improvements.
Design iterations made after receiving feedback:
Improved the structuring of the search results modal after noticing that in the previous format I didn't properly group the different categories which would have led to users taking longer to find the file they wanted.
Added keyboard shortcuts for high-frequency workflows making the software even easier to use.
Improved the user flow for the "Patients" section reducing the number of clicks to reach patient files.
Here are two features I explored but didn't implement.
Collapsible Sidebar for Users: I initially designed a collapsible sidebar to create a cleaner, distraction-free workspace. The assumption was that staff would value maximum screen real estate during data-heavy tasks.
During walkthroughs, it became clear based on the dev's input that staff relied heavily on persistent navigation as an orientation anchor while jumping between modules. Collapsing the sidebar forced extra pauses, as users had to re-expand and visually re-locate their position each time. The feature added friction instead of reducing it. I kept the sidebar permanently visible, but redesigned it with clearer hierarchy, iconography, and grouped sections so it felt lightweight without compromising wayfinding.
I also considered using breadcrumbs instead as a kind of middle-ground between the two but didn't end up doing so after a bit more exploration made it clear that it wouldn't have worked for certain edge-cases
Natural Language Search Bar: I explored a natural language search bar that allowed queries like "Show me all therapy sessions from July" or "Find Ngozi Ibe's consent to treatment file" The goal was to make retrieval faster and reduce reliance on exact keywords. In practice, when I evaluated the prototype with my developer partner, it became clear that the feature introduced more problems than it solved.
The system would require complex back-end logic, users would need training to phrase queries correctly, and the overall trust in results could be fragile. It was an over-engineered solution for an internal tool. I replaced this with a multi-filter search (file type, visibility setting, date range) that was simpler, predictable, and aligned with staff workflows.
Previous & improved versions of the navigation bar
Outcome
Outcome
This was a concept, not deployed live, but it demonstrates my ability to:
Translate qualitative research into actionable design improvements.
Re-architect workflows and IA for complex systems.
Deliver developer-friendly prototypes and specifications.
Feedback from the dev confirmed that the redesigned flows addressed key usability pain points and would significantly reduce new staff training overhead if implemented.
Here’s what I Learned:
Designing for internal tools is just as critical as public-facing products. If the internal software is a mess, the whole product/service suffers.
User interviews are really important and insightful. The more nuanced pain-points are usually hard to uncover on your own, and only the users can show them to you.
Iterate as much as possible. Some of my early ideas died on the table during testing, each wall I hit made the overall UI even better.
This was a concept, not deployed live, but it demonstrates my ability to:
Translate qualitative research into actionable design improvements.
Re-architect workflows and IA for complex systems.
Deliver developer-friendly prototypes and specifications.
Feedback from the dev confirmed that the redesigned flows addressed key usability pain points and would significantly reduce new staff training overhead if implemented.
Here’s what I Learned:
Designing for internal tools is just as critical as public-facing products. If the internal software is a mess, the whole product/service suffers.
User interviews are really important and insightful. The more nuanced pain-points are usually hard to uncover on your own, and only the users can show them to you.
Iterate as much as possible. Some of my early ideas died on the table during testing, each wall I hit made the overall UI even better.
Closing Thoughts
Closing Thoughts
This project taught me how to approach messy, real-world systems with structure. The redesign showed how much smoother life can be for staff when workflows are streamlined and interfaces get out of the way. Even though it was a concept exercise, it sharpened my process for future employer-facing engagements.
This project taught me how to approach messy, real-world systems with structure. The redesign showed how much smoother life can be for staff when workflows are streamlined and interfaces get out of the way. Even though it was a concept exercise, it sharpened my process for future employer-facing engagements.