Web Application
Project Role: UX/UI Designer
Smart Scheduling was created as a tool to improve the scheduling interaction between a practice and their patients. This web application projects the office’s availability online so that patients can make a selection at their own convenience without having to call into the practice. This not only benefits the patients but also the office staff by automating a time-consuming task.
The Challenge
How do we create a tool that will decrease the burden placed on the front office staff members while increasing revenue potential?

then Iterate.

In order to design an effective solution, our team needed insight into the various scheduling methods our consumers had already set in place at their practices. A large percentage of our customers predominantly relied on a staff member to monitor the influx of phone calls that came through on a daily basis.  The conversations would almost always involve a staff member to go back and forth multiple times to verify which available date and time suited the patient’s preference, sometimes they would even have to consider specific providers. On average the phone calls would range anywhere between 10-20 minutes depending on complexity of the request. This constant interaction weighed heavily especially for high volume practices that would average over 50 phone calls a day. Sometimes all that effort would also fly out the door if the office did not accept the patient’s insurance.

Once we had a clear understanding of the process, we drafted out a userflow that would optimize the staff members ability to fill-in the potential gaps in their schedules. The application would have to handle the following:
• Automate the process of updating the schedule with their practice management system.
• Highlight the available dates so that patients can manually select a convenient time.
• Display the types of services available at the practice.
• Indicate to prospective and existing clients the availability of specific providers.
• Collect Insurance and payment information prior to the visit to prevent delay on arrival.
• Notify and remind patients of upcoming appointments.


After the blueprint of the application had been created, it was time to add the sizzle. Any high-fidelity component created for this project had to align with the Design System standards that were established between the marketing and product development team. We also wanted all the visual decisions to be appealing but still intentional with an objective.
Samples of New colors. On the left - golden yellow. In the Center black. On the right white.
The warm yellow color was not only visually eye-catching but also acceptable according to WCAG accessibility standards. As a medical-related field, we wanted to make sure audiences of all visual capabilities were able to utilize our products.
Loading animation of more appointments being found.
Our loading animation indicates to our users what our system is processing that is causing the delay.
Samples of illustrations from the project. In view a rotary phone indicating to contact us.
The illustrations that present on the interface doubled as a narrative that indicated to the user the context of the screens they existed on.
Samples of various UI components on the application. Examples include main button style, calendar, selected and deselected state and more.
The components we used reflected the primary branding colors to indicate clear actions and state changes throughout the UI.


Our team has made Smart Scheduling available for all three of the practice management systems we service. We converted a process that would average 10-20 minutes for both front office members and patients to a 5 minute process for both sides.

In summary here’s what we included:
• Provider preference selection
• Insurance Information Collection
• Integrate scheduling information directly to the practice management system
• Automate reminders and confirmation communication between offices and patients
• Store patient scheduling preferences for returning patients
• Advertise the types of services provided within the dental office
By addressing all the pain points experienced on both sides we created a solution that improved a crucial revenue stream for offices.