Case study · Healthcare services
PPS Consulting India built a patient registry in ClickUp for a US behavioural health provider, in a setting governed by HIPAA, the US health privacy law: one record for each patient from referral to discharge, status changes owned by named roles, automations for consent and follow-ups, and separate views for clinicians, admin staff and leadership. The monthly report is built from the same record.
One record
for each patient, from referral to discharge, with every view and the monthly report built from it
The provider needed one place for each patient's status, consent, follow-ups and documents, visible to the people who need each part and to nobody else.
Clinicians, the intake team and leadership each needed a different view of the same information, and leadership needed monthly numbers built from the same record.
One record per patient, with fields that drive everything else: patient ID, programme, status, care coordinator, consent on file, next follow-up, risk flag, and notes and documents. A status flow from referral to intake, active care, follow-up and discharge, with one role owning each move.
Automations on each move: a consent task for admin when a patient moves from referral to intake, the first follow-up scheduled from the programme's rules when care starts, the coordinator notified and a risk flag raised when a follow-up is overdue, and the record locked and counted at discharge. Task templates for the intake checklist, the follow-up note and the discharge summary, and views set by role.
One record per patient
The fields drive every view and automation.
Status flow, one owner for each move
What each move triggers
Clinician view
Admin view
Leadership view
Leadership sees counts only; clinical fields stay with clinicians.
It is if:
With the PPS Backbone Review: four weeks, a fixed fee of ₹1,50,000 to ₹3,50,000 plus GST and expenses, one fix working by the end, and a plan with owners and measures that is yours to keep, whether or not we build it with you.
How the Review works5x locations, 7x fleet
from one pharmacy and location to two pharmacies and five locations in four months, and from 3 drivers to 20+
Relevant if you are about to open your second, third or fifth location, and the first one still runs on you.
50% less time
on supply chain management, with the same team, after 95 hours of work
Relevant if your procedures exist, but nobody follows them because they are too long.
Runs without the founder
SOPs for the recurring work, one workspace, and a weekly rhythm the operations lead now runs
Relevant if every client question in your business still reaches the founder.
Across Upwork and direct contracts, including the people on our project teams.
For a small or mid-sized provider it can, if it is designed as a registry rather than a task list: one record per patient, fields that drive the views and automations, and access set by role. A provider that needs a certified clinical records system needs different software.
By role. Here clinicians see clinical fields, admin sees intake fields and leadership sees counts only, and documents are attached to the patient's record rather than shared in chat.
What you're trying to achieve in the next 90 days, and what's breaking in execution. We'll tell you plainly what we'd fix first.
Book a discovery callFree, no obligation, and under an NDA if you prefer.
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