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FormDox
Revolutionizing Workforce & Patient Management
infinia
infinia
Client Overview

FormDox is a cutting-edge healthcare workforce and patient management platform, designed to enhance home healthcare operations by streamlining patient onboarding, visit scheduling, staff allocation, and employer tracking. The platform bridges the gap between healthcare agencies, professionals, and administrators, ensuring smooth communication and workflow efficiency.

Challenges Faced

Before implementing the new system, FormDox struggled with several operational inefficiencies:

1. Disconnected Healthcare System

  • Agencies and professionals registered on the platform lacked seamless connectivity for managing patient visits and staff scheduling.
  • Important patient data, visit schedules, and staff details were fragmented, making tracking and coordination difficult.

2. Lack of a Centralized Tracking System

  • Employers could not monitor how many employees had registered, submitted forms, or completed verification.
  • Tracking invoice details and payment history was challenging due to scattered financial records.

3. Inefficient Staff Scheduling & Visit Management

  • There was no structured process to track staff availability, visit assignments, and weekly schedules.
  • Employers found it difficult to manage which staff members were free, which were overbooked, and how many visits had been allocated per staff member.

4. Manual & Error-Prone Employee Registration Process

  • Employers struggled to verify submitted registration forms and track employee compliance.
  • Lack of real-time insights into the number of verified vs. unverified users led to onboarding delays.
Solution Implemented

To overcome these challenges, we conducted a thorough workflow analysis of FormDox and implemented the following key system enhancements:

1. Centralized Admin Panel for Seamless Management

    ● A fully integrated admin dashboard was designed to allow:
      ○ Tracking of all registered users, including agencies, professionals, and employers.
      ○ Automated invoice tracking to maintain financial records in real time.
      ○ Monitoring of active job profiles, helping in streamlined hiring processes for healthcare professionals.

2. Advanced Workforce & Scheduler Management

    ● Dynamic staff allocation ensures that:
      ○ Each staff member's weekly visit schedule is tracked in real time.
      ○ Employers can view which staff members are available and efficiently assign them to new patients.
      ○ The scheduler module displays critical visit details, including:
        ■ Client name
        ■ Staff type (e.g., home health aide, nurse)
        ■ Visit address
        ■ Assigned/unassigned status
        ■ Authorized weekly hours
        ■ Employer & staff availability

3. Enhanced Employer & Employee Registration Workflow

    ● Employers now have full control over tracking employee registration with a real-time verification system:
      ○ Number of verified vs. unverified users is displayed on the employer panel.
      ○ Employees must submit required forms during the registration process, which can be easily reviewed by the employer.
      ○ Employers have detailed access to each staff member’s:
        ■ Email, phone number, job title, address, termination status, and ID
        ■ Visit allocation and compliance tracking

4. Automated Form Management & Compliance Tracking

    ● Forms submitted by employees are now automatically categorized and assigned for review.
    ● Employers can track:
      ○ How many forms have been submitted, pending, or approved.
      ○ Which employees haven’t completed required documentation.
      ○ Compliance statuses for faster and smoother onboarding
Results Achieved

85% Improvement in Workforce Allocation Efficiency

  • The automated scheduler system reduced scheduling conflicts and overbooking, ensuring a balanced workload for all staff members.

100% Enhanced Employer Oversight & Control

  • Employers now instantly access detailed employee registration and compliance data, eliminating manual tracking issues.

Streamlined Invoice & Payment Management

  • The new financial tracking system allows real-time invoice monitoring, ensuring accurate payment history records

50% Reduction in Onboarding Time for New Employees

  • Employers can now quickly verify how many employees are registered, pending verification, or fully onboarded.

Error-Free Visit Scheduling & Staff Management

  • Each visit is tracked in real time, allowing employers to manage weekly authorized hours effectively
Conclusion

With FormDox’s transformation, the entire healthcare workforce and patient management process has been optimized. By addressing staff allocation, visit scheduling, compliance tracking, and employer control, FormDox now offers a seamless, structured, and automated system for home healthcare agencies and professionals.

This innovative solution has revolutionized efficiency, reduced administrative workload, and ensured proper connectivity between healthcare agencies, professionals, and patients.