Patient Appointment System Design (Case Study)

Project Plan

Task

Custom healthcare platform and mobile app design and development

Team

Product Manager, UX Researcher, 2 Product Designers, 2 Back-end and 2 Front-end developers, QA

Duration

16 weeks

Scope

70+ screens and adaptive versions

Overview

MedFlux is a German medical startup located in Düsseldorf that helps private and state hospitals optimize their processes and reduce patients waiting time.

We partnered with MedFlux to design and develop a new, more effective appointment scheduling system for a hospital.

Our team has worked on a web application for doctors that would enable them to optimize their workload. We’ve also worked on a mobile application for patients that displays the appointment details, including the doctor’s name, appointment date, time, and hospital address.

Deliverables

Product Design
Branding
Illustrations
Animation
App Design

Results

Through our collaboration, we delivered a solution that significantly cut patient waiting times. By improving the hospital’s scheduling system, doctors were able to spend more focused time with each patient thanks to better resource allocation.

Limeup developed a mobile app and a hospital TV interface to improve accessibility, making it simple for patients to register and schedule appointments, regardless of their level of digital proficiency. All things considered, this inclusive strategy increased efficiency.

The platform now supports over 1,500 video consultations daily with 99.9% uptime. AI-powered intake forms reduced onboarding time by 60%, speeding up the path to care.

Bookings for consultations increased by 45% when doctors were available in immediate access. Along with operating seamlessly in seven countries with localized content and currency support, the system also conforms with HIPAA and GDPR.

Internal chat

Live queue

Statistics

Registrar role

Time planning

Data management

Internal chat

Live queue

Statistics

Registrar role

Time planning

Data management

Information Architecture

A scalable and secure microservice architecture that has been optimized for real-time medical collaboration was put into place by our team. Patient data administration, appointment scheduling, live consultations, AI assistant support, and billing are all handled by the backend.

WebRTC facilitates peer-to-peer video conferences between physicians and patients, while WebSocket-based channels allow low-latency communication for virtual consultations. FHIR standards are followed in all health data activities with the goal of compliance and interoperability. A stand-alone administration portal provides admin functions.

Information Architecture

Technologies We Used

Limeup facilitates secure transactions, natural expansion, and immediate interaction by combining these technologies. This is a brief synopsis of the tech stack:

Front-end

React.js

Back-end & realtime

NestJS

WebSockets

WebRTC

GraphQL

Data

PostgreSQL

Redis

FHIR-compliant data layer

Infrastructure

AWS

Docker

Integrations

Stripe API

OpenAI API

Security

We strengthened the system against possible threats while safeguarding private health information by implementing advanced security measures. In order to adhere to stringent healthcare regulations and safeguard private medical data, we put in place:

All patient and medical records are encrypted using AES-256 while they are in transit and at rest.

Role-based access control that includes session management and audit logging.

Infrastructure and access procedures that comply with HIPAA.

Rate restriction, DDoS defense, and encrypted API exchange.

Multi-factor authentication and OAuth2 for provider and patient logins.

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CTO

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User persona

Entrepreneur

Age:44

Status:Married

Location:Berlin

Ambitious

Organized

Reading

Сooking

Biography

is an owner of a network of private hospitals in Berlin. He is very organized and hardworking. Recently, his clinic has become increasingly popular and the number of patients has increased significantly. is facing problems with time planning and staff management.

Personality

Loyal

Frickle

Introvert

Extravert

Analytical

Creative

Goals

Save time and optimize processes
Increase the productivity of employees
Reduce waiting time for patient
Track the efficiency of the equipment

Motivation

Start saving time
Optimize precesses
Predict income

Needs

Informative statistics
Full control of work processes
Easy to use and user friendly interface
Good data security

Frustration

Too much time spend
Not enough information
Complicated work process
Few really statistics

Entrepreneur

Age:44

Status:Married

Location:Berlin

Ambitious

Organized

Reading

Сooking

Biography

Personality

Loyal

Frickle

Introvert

Extravert

Analytical

Creative

Goals

Save time and optimize processes
Increase the productivity of employees
Reduce waiting time for patient
Track the efficiency of the equipment

Motivation

Start saving time
Optimize precesses
Predict income

Needs

Informative statistics
Full control of work processes
Easy to use and user friendly interface
Good data security

Frustration

Too much time spend
Not enough information
Complicated work process
Few really statistics

User journey map

	Touch Points	Enter	Engage	Exit	Entend
Touch Points	Word of mouth Forums Google Advertising Website	Email Sign Up form User profile Wallet	Emergency Specialization Staff Statistics Internal chat	Email Support Chat FAQ	Word of mouth Reviews sites

	Research	Sign Up	Manage hospital	Achievements	Share experience
User goals	Find the best solution for hospital	Sign up process easy	Register hospitals and add doctors and their specializations Check the effectiveness of staff work Monitor patient and doctor statistics Adjust the live queue	Get emails about updates Get support 24/7	Share my impressions of the site Gain benefits
User questions	How can I solve my problem? Which proposition is the best? What are the features?	How can I create account easy? How can I protect personal information?	How add hospitals and doctors? How can I monitor productivity of staff? How can I communicate quickly with the staff? How can I get full statistics about doctors and patient How can I track the efficiency of the equipment? How can I monitor schedule? How can I control live queue?	How can I find out about updates and new features?	What are the benefits of being an user?
Solutions	SEO and PPC Targeted ads Reviews Content marketing Collaboration with real estate agencies	Onboarding Step-by-step registration Info about protection personal information	Simple and intuitive process for registering hospitals and adding doctors and their specializations Staff page with editing ability Statistics that show the productivity of each doctor and help decide how to allocate resources Ability to instantly communicate with staff in an internal chat Easy data management	Mailing of letters Chat support 24/7 FAQ	Affiliate program Loyalty program

	Touch Points	Enter
Touch Points	Word of mouth Forums Google Advertising Website	Email Sign Up form User profile Wallet

	Research	Sign Up
User goals	Find the best solution for hospital	Sign up process easy
User questions	How can I solve my problem? Which proposition is the best? What are the features?	How can I create account easy? How can I protect personal information?
Solutions	SEO and PPC Targeted ads Reviews Content marketing Collaboration with real estate agencies	Onboarding Step-by-step registration Info about protection personal information

	Engage
Touch Points	Emergency Specialization Staff Statistics Internal chat

	Manage hospital
User goals	Register hospitals and add doctors and their specializations Check the effectiveness of staff work Monitor patient and doctor statistics Adjust the live queue
User questions	How add hospitals and doctors? How can I monitor productivity of staff? How can I communicate quickly with the staff? How can I get full statistics about doctors and patient How can I track the efficiency of the equipment? How can I monitor schedule? How can I control live queue?
Solutions	Simple and intuitive process for registering hospitals and adding doctors and their specializations Staff page with editing ability Statistics that show the productivity of each doctor and help decide how to allocate resources Ability to instantly communicate with staff in an internal chat Easy data management

	Exit	Entend
Touch Points	Email Support Chat FAQ	Word of mouth Reviews sites

	Achievements	Share experience
User goals	Get emails about updates Get support 24/7	Share my impressions of the site Gain benefits
User questions	How can I find out about updates and new features?	What are the benefits of being an user?
Solutions	Mailing of letters Chat support 24/7 FAQ	Affiliate program Loyalty program

Functionality

Limeup approached the platform with one goal: accelerate essential hospital operations without overcomplicating the user journey. From intake to resource management, every feature was crafted to support clinical staff and improve the patient experience behind the scenes.

The registration process

There is a simple and intuitive process for registering hospitals and adding doctors and their specializations. Medical registrars register patients and assign appointment priority based on their needs. The system then matches available doctors with patients automatically.

The live queue

The appointment scheduling system ensures that every doctor has three patients. So doctors are not overwhelmed, and patients do not have to wait for a long time. When the hospital staff confirms the registration, patients receive appointment numbers. As a result, the waiting line is shorter, and patients are informed about how long they should wait in a queue.

Statistics

The statistics show the productivity of each doctor and help decide how to allocate resources. This way, hospitals can distribute their resources more efficiently. For example, hospitals can hire more medical professionals if there are not enough doctors.