CREATING A CLIENT PORTAL TO STREAMLINE STAFFING
CREATING A CLIENT PORTAL TO STREAMLINE STAFFING
I led the end-to-end design of a client portal that helps healthcare facilities manage shifts and fill scheduling gaps more efficiently. This system supports facility managers in posting needs, reviewing submissions, and coordinating directly with staffing partners.
Through stakeholder interviews and workflow analysis, I identified three key challenges:
Manual Communication → Due to reliance on email and phone coordination, there were delays, misalignment, and a higher administrative workload. A centralized digital system was needed.
Lack of Visibility → Facilities had no real-time tracking for shift requests, leading to operational bottlenecks and uncertainty.
Fragmented Scheduling → Disconnected tools and inefficient workflows increased the risk of double bookings, missed shifts, and scheduling errors.
I led the end-to-end design of a client portal that helps healthcare facilities manage shifts and fill scheduling gaps more efficiently. This system supports facility managers in posting needs, reviewing submissions, and coordinating directly with staffing partners.
Through stakeholder interviews and workflow analysis, I identified three key challenges:
Manual Communication → Due to reliance on email and phone coordination, there were delays, misalignment, and a higher administrative workload. A centralized digital system was needed.
Lack of Visibility → Facilities had no real-time tracking for shift requests, leading to operational bottlenecks and uncertainty.
Fragmented Scheduling → Disconnected tools and inefficient workflows increased the risk of double bookings, missed shifts, and scheduling errors.
I led the end-to-end design of a client portal that helps healthcare facilities manage shifts and fill scheduling gaps more efficiently. This system supports facility managers in posting needs, reviewing submissions, and coordinating directly with staffing partners.
Through stakeholder interviews and workflow analysis, I identified three key challenges:
Manual Communication → Due to reliance on email and phone coordination, there were delays, misalignment, and a higher administrative workload. A centralized digital system was needed.
Lack of Visibility → Facilities had no real-time tracking for shift requests, leading to operational bottlenecks and uncertainty.
Fragmented Scheduling → Disconnected tools and inefficient workflows increased the risk of double bookings, missed shifts, and scheduling errors.
Goals & Objectives
Goals & Objectives
Goals & Objectives
Goals & Objectives
Enhance Usability & Efficiency
Simplify navigation and reduce the complexity of shift management by designing an intuitive interface with robust filtering tools to speed up task completion and minimize communication overhead.
Why: A clean, easy-to-use interface will reduce cognitive load, allowing users to focus on core tasks and improving their overall experience.
Enhance Usability & Efficiency
Simplify navigation and reduce the complexity of shift management by designing an intuitive interface with robust filtering tools to speed up task completion and minimize communication overhead.
Why: A clean, easy-to-use interface will reduce cognitive load, allowing users to focus on core tasks and improving their overall experience.
Enhance Usability & Efficiency
Simplify navigation and reduce the complexity of shift management by designing an intuitive interface with robust filtering tools to speed up task completion and minimize communication overhead.
Why: A clean, easy-to-use interface will reduce cognitive load, allowing users to focus on core tasks and improving their overall experience.
Centralize Workflow Management
Build a dedicated portal that consolidates shift request management in one place, streamlining data access and eliminating process fragmentation.
Why: This will reduce inefficiencies caused by scattered tools, save clients time, and improve operational flow.
Centralize Workflow Management
Build a dedicated portal that consolidates shift request management in one place, streamlining data access and eliminating process fragmentation.
Why: This will reduce inefficiencies caused by scattered tools, save clients time, and improve operational flow.
Centralize Workflow Management
Build a dedicated portal that consolidates shift request management in one place, streamlining data access and eliminating process fragmentation.
Why: This will reduce inefficiencies caused by scattered tools, save clients time, and improve operational flow.
Improve Operational Oversight
Provide clients with real-time insights into shift statuses, caregiver assignments, and compliance data by integrating key data points into a role-based view, supporting better decision-making and reducing errors.
Why: Giving clients real-time visibility will increase confidence in managing their workforce and help them avoid costly mistakes.
Improve Operational Oversight
Provide clients with real-time insights into shift statuses, caregiver assignments, and compliance data by integrating key data points into a role-based view, supporting better decision-making and reducing errors.
Why: Giving clients real-time visibility will increase confidence in managing their workforce and help them avoid costly mistakes.
Improve Operational Oversight
Provide clients with real-time insights into shift statuses, caregiver assignments, and compliance data by integrating key data points into a role-based view, supporting better decision-making and reducing errors.
Why: Giving clients real-time visibility will increase confidence in managing their workforce and help them avoid costly mistakes.
Scalability & Future Growth
The Client Portal was designed with long-term scalability in mind. It allows staffing firms to efficiently manage shift requests and scheduling.
Current Features: The initial release streamlines shift creation, caregiver assignment, and scheduling visibility.
Upcoming Enhancements: Future iterations will introduce real-time alerts, compliance tracking, and workflow automation to improve decision-making and efficiency.
Phase 2 Roadmap: Future updates will introduce workforce analytics, automated shift recommendations, and client-side caregiver management, further enhancing operational efficiency.
Scalability & Future Growth
The Client Portal was designed with long-term scalability in mind. It allows staffing firms to efficiently manage shift requests and scheduling.
Current Features: The initial release streamlines shift creation, caregiver assignment, and scheduling visibility.
Upcoming Enhancements: Future iterations will introduce real-time alerts, compliance tracking, and workflow automation to improve decision-making and efficiency.
Phase 2 Roadmap: Future updates will introduce workforce analytics, automated shift recommendations, and client-side caregiver management, further enhancing operational efficiency.
Scalability & Future Growth
The Client Portal was designed with long-term scalability in mind. It allows staffing firms to efficiently manage shift requests and scheduling.
Current Features: The initial release streamlines shift creation, caregiver assignment, and scheduling visibility.
Upcoming Enhancements: Future iterations will introduce real-time alerts, compliance tracking, and workflow automation to improve decision-making and efficiency.
Phase 2 Roadmap: Future updates will introduce workforce analytics, automated shift recommendations, and client-side caregiver management, further enhancing operational efficiency.
Process
Process
Process
Discovery: Identifying Gaps in Workforce Scheduling
Before the Client Portal, facilities submitted shift requests via phone calls and emails, leading to delays, miscommunication, and scheduling inefficiencies. Staff often lacked visibility into shift statuses, creating frustration and operational inefficiencies.
How We Identified the Problem
To understand the root cause of these issues, I conducted stakeholder interviews with facility managers, recruiters, and schedulers. I analyzed their workflows and surfaced three key challenges:
Manual Communication: Shift requests were tracked through scattered emails and calls, leading to inconsistencies.
Lack of Transparency: Facilities could not confirm whether requests were received or scheduled.
Fragmented Scheduling: Multiple disconnected tools created bottlenecks, making it difficult to manage workforce demand efficiently.
Discovery: Identifying Gaps in Workforce Scheduling
Before the Client Portal, facilities submitted shift requests via phone calls and emails, leading to delays, miscommunication, and scheduling inefficiencies. Staff often lacked visibility into shift statuses, creating frustration and operational inefficiencies.
How We Identified the Problem
To understand the root cause of these issues, I conducted stakeholder interviews with facility managers, recruiters, and schedulers. I analyzed their workflows and surfaced three key challenges:
Manual Communication: Shift requests were tracked through scattered emails and calls, leading to inconsistencies.
Lack of Transparency: Facilities could not confirm whether requests were received or scheduled.
Fragmented Scheduling: Multiple disconnected tools created bottlenecks, making it difficult to manage workforce demand efficiently.
Discovery: Identifying Gaps in Workforce Scheduling
Before the Client Portal, facilities submitted shift requests via phone calls and emails, leading to delays, miscommunication, and scheduling inefficiencies. Staff often lacked visibility into shift statuses, creating frustration and operational inefficiencies.
How We Identified the Problem
To understand the root cause of these issues, I conducted stakeholder interviews with facility managers, recruiters, and schedulers. I analyzed their workflows and surfaced three key challenges:
Manual Communication: Shift requests were tracked through scattered emails and calls, leading to inconsistencies.
Lack of Transparency: Facilities could not confirm whether requests were received or scheduled.
Fragmented Scheduling: Multiple disconnected tools created bottlenecks, making it difficult to manage workforce demand efficiently.
Definition: Setting the Vision
With clear pain points identified, I worked with stakeholders to define the core objectives for the Client Portal:
Eliminate manual tracking by centralizing all shift requests into a single platform.
Increase transparency with real-time updates on request statuses.
Improve efficiency by reducing scheduling gaps and automating key actions.
These priorities helped us focus on designing features that save time and reduce staffing delays rather than trying to build everything at once.
Definition: Setting the Vision
With clear pain points identified, I worked with stakeholders to define the core objectives for the Client Portal:
Eliminate manual tracking by centralizing all shift requests into a single platform.
Increase transparency with real-time updates on request statuses.
Improve efficiency by reducing scheduling gaps and automating key actions.
These priorities helped us focus on designing features that save time and reduce staffing delays rather than trying to build everything at once.
Definition: Setting the Vision
With clear pain points identified, I worked with stakeholders to define the core objectives for the Client Portal:
Eliminate manual tracking by centralizing all shift requests into a single platform.
Increase transparency with real-time updates on request statuses.
Improve efficiency by reducing scheduling gaps and automating key actions.
These priorities helped us focus on designing features that save time and reduce staffing delays rather than trying to build everything at once.
Ideation: Translating Research Into Actionable Design
With a clear vision, we ran co-design sessions with facility managers and schedulers to prototype solutions. These sessions helped us test assumptions and refine features early.
How We Designed for Usability
Reducing Cognitive Load – We streamlined navigation to ensure key actions like creating a shift were intuitive and easily accessible.
Minimizing Clicks – We structured workflows to reduce unnecessary steps, making scheduling intuitive.
Ensuring Scalability – Designed with scalability in mind, the system allows for future integrations, including workforce analytics and automation.
Why This Matters:
Instead of just designing a tool, we were redesigning a workflow—ensuring that every design decision had a measurable impact on efficiency and user adoption.
Ideation: Translating Research Into Actionable Design
With a clear vision, we ran co-design sessions with facility managers and schedulers to prototype solutions. These sessions helped us test assumptions and refine features early.
How We Designed for Usability
Reducing Cognitive Load – We streamlined navigation to ensure key actions like creating a shift were intuitive and easily accessible.
Minimizing Clicks – We structured workflows to reduce unnecessary steps, making scheduling intuitive.
Ensuring Scalability – Designed with scalability in mind, the system allows for future integrations, including workforce analytics and automation.
Why This Matters:
Instead of just designing a tool, we were redesigning a workflow—ensuring that every design decision had a measurable impact on efficiency and user adoption.
Ideation: Translating Research Into Actionable Design
With a clear vision, we ran co-design sessions with facility managers and schedulers to prototype solutions. These sessions helped us test assumptions and refine features early.
How We Designed for Usability
Reducing Cognitive Load – We streamlined navigation to ensure key actions like creating a shift were intuitive and easily accessible.
Minimizing Clicks – We structured workflows to reduce unnecessary steps, making scheduling intuitive.
Ensuring Scalability – Designed with scalability in mind, the system allows for future integrations, including workforce analytics and automation.
Why This Matters:
Instead of just designing a tool, we were redesigning a workflow—ensuring that every design decision had a measurable impact on efficiency and user adoption.
Design: Creating a Scalable & Intuitive Experience
The previous system forced facilities to toggle between tools, leading to lost time and miscommunication. My goal was to simplify the interface while ensuring scalability.
Key design solutions:
Centralized Shift Management: Enabled clients to create, view, and manage shifts in one place, eliminating inefficiencies.
Intuitive Navigation: Designed a clean UI to reduce cognitive load and makeshift creation seamless.
Transparency in Shift Status: Introduced real-time tracking, giving clients instant visibility into their shift requests and statuses.
Design: Creating a Scalable & Intuitive Experience
The previous system forced facilities to toggle between tools, leading to lost time and miscommunication. My goal was to simplify the interface while ensuring scalability.
Key design solutions:
Centralized Shift Management: Enabled clients to create, view, and manage shifts in one place, eliminating inefficiencies.
Intuitive Navigation: Designed a clean UI to reduce cognitive load and makeshift creation seamless.
Transparency in Shift Status: Introduced real-time tracking, giving clients instant visibility into their shift requests and statuses.
Design: Creating a Scalable & Intuitive Experience
The previous system forced facilities to toggle between tools, leading to lost time and miscommunication. My goal was to simplify the interface while ensuring scalability.
Key design solutions:
Centralized Shift Management: Enabled clients to create, view, and manage shifts in one place, eliminating inefficiencies.
Intuitive Navigation: Designed a clean UI to reduce cognitive load and makeshift creation seamless.
Transparency in Shift Status: Introduced real-time tracking, giving clients instant visibility into their shift requests and statuses.
Validation: Testing & Refining the Solution
Before launching, I validated key design decisions to ensure adoption and efficiency.
How I tested and refined the product:
Client Feedback: Early users found shift creation significantly faster, leading to higher adoption rates.
Refining Navigation: Adjusted the UI to improve access to shift data, reducing user frustration.
Future Enhancements: Clients highlighted the need for real-time notifications, prioritizing it for future releases.
Validation: Testing & Refining the Solution
Before launching, I validated key design decisions to ensure adoption and efficiency.
How I tested and refined the product:
Client Feedback: Early users found shift creation significantly faster, leading to higher adoption rates.
Refining Navigation: Adjusted the UI to improve access to shift data, reducing user frustration.
Future Enhancements: Clients highlighted the need for real-time notifications, prioritizing it for future releases.
Validation: Testing & Refining the Solution
Before launching, I validated key design decisions to ensure adoption and efficiency.
How I tested and refined the product:
Client Feedback: Early users found shift creation significantly faster, leading to higher adoption rates.
Refining Navigation: Adjusted the UI to improve access to shift data, reducing user frustration.
Future Enhancements: Clients highlighted the need for real-time notifications, prioritizing it for future releases.
Impact & Results
Impact & Results
Impact & Results
Impact & Results
Role-Based Filtering & Shift Creation
Previously, facilities had to rely on staffing agencies to coordinate shift requests, leading to delays and inefficiencies.
The Client Portal enabled facilities to post-shift needs directly, reducing administrative overhead and allowing for faster fulfillment. Role-based filtering ensures shifts are assigned to the right caregivers, reducing scheduling gaps and improving shift coverage.
Role-Based Filtering & Shift Creation
Previously, facilities had to rely on staffing agencies to coordinate shift requests, leading to delays and inefficiencies.
The Client Portal enabled facilities to post-shift needs directly, reducing administrative overhead and allowing for faster fulfillment. Role-based filtering ensures shifts are assigned to the right caregivers, reducing scheduling gaps and improving shift coverage.
Role-Based Filtering & Shift Creation
Previously, facilities had to rely on staffing agencies to coordinate shift requests, leading to delays and inefficiencies.
The Client Portal enabled facilities to post-shift needs directly, reducing administrative overhead and allowing for faster fulfillment. Role-based filtering ensures shifts are assigned to the right caregivers, reducing scheduling gaps and improving shift coverage.
Centralized Shift Management
Before the Client Portal, shift requests, approvals, and scheduling were handled through fragmented tools, emails, and phone calls—leading to delays, misalignment, and inefficiencies.
The Client Portal consolidates all shift-related actions into a single platform, improving real-time access to critical scheduling data and enhancing operational efficiency.
Centralized Shift Management
Before the Client Portal, shift requests, approvals, and scheduling were handled through fragmented tools, emails, and phone calls—leading to delays, misalignment, and inefficiencies.
The Client Portal consolidates all shift-related actions into a single platform, improving real-time access to critical scheduling data and enhancing operational efficiency.
Centralized Shift Management
Before the Client Portal, shift requests, approvals, and scheduling were handled through fragmented tools, emails, and phone calls—leading to delays, misalignment, and inefficiencies.
The Client Portal consolidates all shift-related actions into a single platform, improving real-time access to critical scheduling data and enhancing operational efficiency.
Optimized Navigation & Data Visibility
Before the portal, tracking shift availability was fragmented across multiple systems, forcing staff to switch between tools to manage scheduling. A calendar-based view gives staffing managers a real-time snapshot of shift availability, reducing scheduling conflicts and improving efficiency.
This design minimizes errors, reduces scheduling conflicts, and improves staffing managers' decision-making.
Optimized Navigation & Data Visibility
Before the portal, tracking shift availability was fragmented across multiple systems, forcing staff to switch between tools to manage scheduling. A calendar-based view gives staffing managers a real-time snapshot of shift availability, reducing scheduling conflicts and improving efficiency.
This design minimizes errors, reduces scheduling conflicts, and improves staffing managers' decision-making.
Optimized Navigation & Data Visibility
Before the portal, tracking shift availability was fragmented across multiple systems, forcing staff to switch between tools to manage scheduling. A calendar-based view gives staffing managers a real-time snapshot of shift availability, reducing scheduling conflicts and improving efficiency.
This design minimizes errors, reduces scheduling conflicts, and improves staffing managers' decision-making.
Reflection & Learnings
Reflection & Learnings
Reflection & Learnings
A key insight from this project was the value of centralizing workflows. Initially, I considered adding more features, but simplifying the shift creation and tracking process proved more impactful. By focusing on essential tasks, we made the user experience more efficient.
A challenge during this project was limited user feedback. I couldn’t conduct as much direct testing with clients as I would have liked, relying instead on stakeholder input and surveys. This showed me the need to gather more direct feedback earlier in the design process to better inform decisions.
Working with stakeholders highlighted the importance of balancing user needs and business constraints. We had to make decisions, like deprioritizing real-time notifications, to focus on more urgent needs. This taught me how to prioritize features effectively when managing competing requirements.
I’ll emphasize early and frequent testing in future projects to refine designs faster. This experience reinforced the value of simplifying workflows and iterating based on feedback to improve efficiency and reduce user friction.
A key insight from this project was the value of centralizing workflows. Initially, I considered adding more features, but simplifying the shift creation and tracking process proved more impactful. By focusing on essential tasks, we made the user experience more efficient.
A challenge during this project was limited user feedback. I couldn’t conduct as much direct testing with clients as I would have liked, relying instead on stakeholder input and surveys. This showed me the need to gather more direct feedback earlier in the design process to better inform decisions.
Working with stakeholders highlighted the importance of balancing user needs and business constraints. We had to make decisions, like deprioritizing real-time notifications, to focus on more urgent needs. This taught me how to prioritize features effectively when managing competing requirements.
I’ll emphasize early and frequent testing in future projects to refine designs faster. This experience reinforced the value of simplifying workflows and iterating based on feedback to improve efficiency and reduce user friction.
A key insight from this project was the value of centralizing workflows. Initially, I considered adding more features, but simplifying the shift creation and tracking process proved more impactful. By focusing on essential tasks, we made the user experience more efficient.
A challenge during this project was limited user feedback. I couldn’t conduct as much direct testing with clients as I would have liked, relying instead on stakeholder input and surveys. This showed me the need to gather more direct feedback earlier in the design process to better inform decisions.
Working with stakeholders highlighted the importance of balancing user needs and business constraints. We had to make decisions, like deprioritizing real-time notifications, to focus on more urgent needs. This taught me how to prioritize features effectively when managing competing requirements.
I’ll emphasize early and frequent testing in future projects to refine designs faster. This experience reinforced the value of simplifying workflows and iterating based on feedback to improve efficiency and reduce user friction.
Want to bring more clarity to a complex experience? I’d love to collaborate.
Want to bring more clarity to a complex experience? I’d love to collaborate.
Want to bring more clarity to a complex experience? I’d love to collaborate.
More Works More Works
More Works More Works
Redesigning Scheduling for Caregivers
Helping caregivers confidently manage when and how they work.
Redesigning Scheduling for Caregivers
Helping caregivers confidently manage when and how they work.
Redesigning Scheduling for Caregivers
Helping caregivers confidently manage when and how they work.
Redesigning Scheduling for Caregivers
Helping caregivers confidently manage when and how they work.
Creating a Unified Design System
Developing a scalable system for consistency and efficiency.
Creating a Unified Design System
Developing a scalable system for consistency and efficiency.
Creating a Unified Design System
Developing a scalable system for consistency and efficiency.
Creating a Unified Design System
Developing a scalable system for consistency and efficiency.