Projects One system for patient records, billing and scheduling
One system for patient records, billing and scheduling
A cloud practice management platform for dental and medical practices: patients, medical aid claims, scheduling and clinical notes, all in one place.
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- Existing filling
- Planned: 26, two surfaces
- Not erupted
- Next aligner change
- 21 Oct, SMS reminder scheduled
- Photos
- Before, stage 2, stage 4 Compare
- How long
- 2024 to 2025
- My role
- Software ArchitectureUX / UI, Development, Q&A
- Kind of project
- New systemLarge project
The problem.
Dental and medical practices juggle patient records, medical aid claims, appointment scheduling and clinical documentation across separate tools, none of which talk to each other, and all of which need to handle sensitive patient data properly.
What I built.
A cloud practice management system covering the full patient journey: demographic and medical history capture with multi-scheme medical aid support, billing and claims with automated submissions and financial reporting, real-time appointment scheduling across multiple practitioners, clinical notes with detailed dental charting, and orthodontic treatment tracking with before-and-after photo comparisons. Built with role-based access, consent controls, and full audit logging throughout.
What was built.
One connected platform for records, appointments, billing and charting, with the data protection controls a healthcare practice needs, instead of a stack of single-purpose tools.
The work.
Three screens from a practice day: the morning’s bookings, a patient’s record, and the medical aid claim afterwards.
Demo data. Recreated to show the work.
The day’s bookings, every practitioner side by side.
Reception sees who is in the chair, who booked online, who comes back every six weeks, and where a new booking would clash.
- Today
- Calendar
- Patients
- Billing
- Claims
- Messages
- Reports
- Settings
A patient’s whole story on one screen.
History and allergies, every clinical note with who wrote it, and the X-rays, consent forms and invoices, all in one place.
- Today
- Calendar
- Patients
- Billing
- Claims
- Messages
- Reports
- Settings
Medical history
- Conditions
- Mild asthma
- Medication
- Salbutamol inhaler, as needed
- Allergies
- Penicillin
- Emergency contact
- Sibusiso Nkosi, husband
082 555 0147
Updated 14 Oct by reception
Clinical notes Add note
Check-up and bitewing X-rays. Early decay on 36, top surface. Filling booked for 21 Oct. Patient reports sensitivity lower left.
Audio note, 0:48Scale and polish. Gums healthy, light bleeding at 46. Flossing advice given.
Composite filling on 15, two surfaces. Local anaesthetic given. No complications.
Documents Upload
- IMGBitewing X-rays (2)14 Oct
- PDFConsent to share recordsSigned 3 Mar
- PDFQuote Q-2291, filling 3614 Oct
- PDFInvoice INV-10877Emailed, opened 14 Oct
- IMGMedical aid card3 Mar
Claims go out on their own. Shortfalls don’t get lost.
Claims are submitted automatically. When a medical aid pays less than was claimed, the difference is ready to bill to the patient.
- Today
- Calendar
- Patients
- Billing
- Claims
- Messages
- Reports
- Settings
| Claim | Patient | Medical aid | Service | Claimed | Status |
|---|---|---|---|---|---|
| CL-24118 | Lerato Khumalo | Protea Med | 14 Oct | R 1 120.00 | Draft |
| CL-24117 | Thandi Nkosi | Meridian Health | 14 Oct | R 855.00 | Part-paid |
| CL-24116 | Johan Venter | Kestrel Medical | 13 Oct | R 6 830.00 | Submitted |
| CL-24112 | Priya Naidoo | Protea Med | 10 Oct | R 3 410.00 | Paid |
| CL-24109 | Kagiso Molefe | Meridian Health | 9 Oct | R 980.00 | Rejected |
| CL-24104 | Grace Olivier | Kestrel Medical | 8 Oct | R 2 150.00 | Paid |
| CL-24101 | Nomsa Zulu | Protea Med | 7 Oct | R 890.00 | Paid |
CL-24117 Thandi Nkosi Part-paid
Meridian Health, member 2231 0947 · Dr N. Mokoena · 14 Oct
| Code | Treatment | Amount |
|---|---|---|
| 8101 | Examination and chartingZ01.2 | R 465.00 |
| 8107 | Bitewing X-ray × 2Z01.2 | R 390.00 |
- Claimed
- R 855.00
- Medical aid paid
- R 684.00
- Shortfall to patient
- R 171.00
- 14 Oct, 14:02 Submitted automatically
- 16 Oct Payment received from Meridian Health
For your technical person
Stack. Next.js and React front end, Node.js and Express.js back end. Three stores, each doing one job: PostgreSQL for structured healthcare records, MongoDB for data with flexible schemas, and S3-compatible object storage for clinical photos and other media. A custom API layer of 300+ endpoints, RESTful with webhook support for third-party integrations.
Architecture. Layered, with routes, controllers, services and data access kept separate. Multi-tenant, with ACID-compliant transactions. Cloud-native and horizontally scalable, designed to run across multiple servers as load grows.
Security. JWT authentication with fine-grained role-based access control. Encryption at rest and in transit, aligned with HIPAA and POPIA. Audit logging on every action, consent workflows, rate limiting and abuse prevention.
Patients. Demographics, medical history and emergency contacts. Multi-scheme medical aid support with benefit tracking, and consent-controlled data sharing between practices.
Billing. Service-based billing from product catalogues, quote-to-invoice with PDF generation, and payment by cash, EFT, card or medical aid claim, with automated claim submissions and revenue reporting.
Scheduling. Real-time availability across multiple practitioners, recurring appointments, patient self-booking, and holidays and exceptions handled with conflict detection.
Clinical. Structured consultation and treatment notes, 32-tooth dental charting tracked down to each tooth surface, and audio note capture.
Orthodontics. Treatment stages scheduled automatically with patient notifications, and photo and model uploads for before-and-after comparisons.
Practice administration. Multiple practices with their own branding, staff roles, practitioner credential tracking and availability.
Communication and files. Email, SMS and in-system messaging, secure PDF delivery with delivery tracking, and role-based file storage with file validation for clinical photography and treatment-progress media.
Timeline. Built 2024 to 2025.
Related work.
Running into the same problem? Tell me about yours.
+27 87 150 9305Monday to Friday, 09:00 to 20:00 SAST. Or email info@antondevilliers.com.