Project Overview
A growing nursing agency approached Kahe Digital to replace their overwhelming spreadsheet-based management system. As the agency expanded, manual processes were causing missed shifts, communication breakdowns, and declining client confidence.
We delivered a comprehensive digital platform that streamlined operations, improved communication, and provided real-time visibility into all aspects of their healthcare staffing business.
The Challenge
Critical Operational Issues:
- Spreadsheet overload: Complex Excel files becoming unmanageable as business grew
- Missed shifts: Nurses frequently missing assignments due to poor communication
- Client dissatisfaction: Unreliable service delivery affecting agency reputation
- Administrative burden: Staff overwhelmed with manual coordination tasks
- Payment tracking: Difficulty managing payroll and nurse compensation
- Compliance risks: Manual processes creating audit and regulatory concerns
Our Approach
User-Centered Discovery
We conducted extensive observation sessions and interviews with back-office staff to understand their daily workflows. Our UX/UI team then created low-fidelity designs, enabling rapid feedback and early usability optimization - a critical step for project success.
Comprehensive Solution Architecture
Integrated Platform Components:
- Admin Dashboard: Centralized hub for managing nurses, clients, users, and shifts
- Shift Management: Complete lifecycle management including creation, editing, swapping, and historical tracking
- Payroll System: Automated payment calculations and tracking
- Handover Notes: Digital communication system for shift continuity
- Mobile App: Nurse-focused app for viewing schedules and tracking payments
- Real-time Updates: Instant notifications for all stakeholders
Implementation Strategy
6-Week Delivery Timeline
Week 1: Discovery & Design
Stakeholder interviews, workflow analysis, and low-fidelity prototyping
Weeks 2-3: Core Development
Dashboard development and core shift management functionality
Weeks 4-5: Mobile & Integration
Mobile app development and system integration testing
Week 6: Deployment & Training
Phased rollout with comprehensive user training programs
Phased Rollout Strategy
Dashboard First: Back-office staff adoption was swift and seamless, with immediate improvements in inter-staff communication and nurse information flow.
Gradual Mobile Rollout: The mobile app deployment required careful training due to the diverse demographics of nurses, including those over 60 who needed additional support with mobile technology.
Results & Impact
Immediate Business Impact
Within one week of dashboard deployment, staff noticed significant improvements in communication and nurse information management. The digital transformation eliminated missed shifts and restored client confidence in the agency's reliability.
Long-term Success
The platform continues to serve as the backbone of the agency's operations, supporting their growth and ensuring compliance with healthcare industry standards. The investment in user training paid dividends with high adoption rates across all age groups.
Project Details
• Automated payroll
• Real-time notifications
• Mobile-first design
• Handover notes system
• Multi-user roles