An AI-powered medical record & clinical workflow platform that brings requests, messages and tasks into one calm place.
Role
Product Designer
Industry
Healthcare · Hospitals & clinics
Timeline
4 weeks
Platform
Web application
Project overview
Healthcare teams handle thousands of record requests, insurance documents and patient updates every month, spread across spreadsheets, email chains, PDFs and outdated portals. ChartRequest brings it all into one AI-assisted workspace.
Product 01
Record Management Dashboard
Operational workflows for reviewing and processing patient record requests, from intake to release.
Product 02
AI Inbox for Clinicians
Intelligent communication management, task creation and AI-assisted actions, so nothing urgent gets buried.
The problem
Too many tools, too little visibility.
Fragmented systems slowed processing, created compliance risk, buried patient updates and piled repetitive work onto clinicians already under pressure.
Challenge 01
Fragmented workflows
Teams switched between emails, PDFs, spreadsheets and internal systems to finish a single request.
Challenge 02
Compliance complexity
Missing authorisation forms and incomplete documentation caused delays and legal risk.
Challenge 03
Communication overload
Clinicians received patient updates, lab reports and internal notes with no prioritisation.
Challenge 04
Manual, repetitive actions
Most workflows needed the same validation and follow-ups, done by hand, again and again.
Business goals
Target outcomes we designed for
Reduce request turnaround time−40%
Improve compliance visibility+35%
Reduce operational overhead−30%
Improve clinician efficiency+45%
Reduce missed follow-ups−50%
Improve workflow transparency+60%
Research & discovery
Speed mattered more than visual complexity.
I studied how records teams and clinicians actually work, mapped their stories, and reviewed enterprise dashboards and competing products.
200Requests a records team reviews every single day, often 100 to 200.
Finding 01
Staff process large volumes daily
Records teams move through 100 to 200 requests a day, so every extra click is multiplied.
Finding 02
Clinicians work under cognitive pressure
They constantly switch between patient conversations, reports and tasks.
Finding 03
Users need faster decisions
Operational speed mattered more than visual complexity.
Finding 04
Missing documents are common
Authorisation forms and ID proofs often arrive incomplete.
Finding 05
Existing systems lack prioritisation
Urgent updates were buried inside large, flat inboxes.
User personas
Two people, two very different days.
One clears a backlog of record requests. The other juggles patients, reports and tasks. The platform had to make both faster without making either think harder.
MR
Medical Records Custodian
Clears the request backlog
Goals
Review requests quickly
Reduce the backlog
Stay compliant
Track request status
Pain points
Too many repetitive tasks
Hard-to-track documents
No visibility of request status
DR
Clinician
Juggles patients and tasks
Goals
Spot urgent updates fast
Manage tasks efficiently
Reduce inbox overload
Pain points
Message fatigue
Missed follow-ups
Too many disconnected systems
Product strategy
Three principles behind every screen.
The third one is close to our own studio belief: AI supports the decision, a human makes it.
1
Reduce cognitive load
Simplify complex workflows into highly scannable interfaces.
2
Keep users in context
Avoid unnecessary navigation and context switching.
3
Use AI as an assistant
AI supports decisions rather than replacing the people who make them.
User flows
Three core journeys
Smart record request review
Start
Request list dashboard
Approve · Reject · Request info
Summary dashboard
End
Clinician inbox
Inbox overview
Message detail
Categorise
Create task
Task overview
Patient upload
Start
Instructions
Upload authorisation form
Error check
Confirmation
UI designs
The AI inbox, screen by screen.
A smart inbox ranks what matters, an AI summary explains each message in one line, and suggested actions turn a message into a task in two clicks. Pick a screen.
Prioritised patient messages with an AI-suggested action, like approving a refill, ready in one click.An AI summary on top, attachments and patient details on the side, and suggested next steps.Turn any message into a task: suggested assignee and due date are pre-filled from the message.Pending requests, completion rate and turnaround trends at a glance for the records team.
+52%Inbox efficiency
+60%Critical visibility
−30%Cognitive load
+45%Message understanding speed
+40%Follow-up efficiency
+38%Task accuracy
Design system
Calm, clinical, and easy to scan.
A clean enterprise type system for dense healthcare workflows, a trust blue for action, and status colours that always come with a label or icon, never colour alone.
Aa
Nunito Sans
Rounded, open letterforms that stay readable in dense tables, long messages and small labels.
LightRegularSemi-BoldExtra Bold
Grid system
Web12 columns · 1920 × 1200
Column / gutter70 px / 36 px
Mobile2 columns · 375 px
Mobile gutter / margin24 px / 16 px
Challenges & solutions
Hard problems, simple answers.
Accessibility was built in, not added later.
Clear hierarchyLarge click areasStatus with text and iconReadable typographyReduced visual noise
ChallengeDense healthcare workflows
SolutionModular layout system
ChallengeHigh cognitive load
SolutionSimplified UI hierarchy
ChallengeAI trust concerns
SolutionHuman-controlled AI
ChallengeMultiple user roles
SolutionFlexible dashboard ecosystem
Final outcome
Faster teams, fewer errors.
By combining intelligent prioritisation, contextual communication, operational dashboards and compliance-focused workflows, ChartRequest helps healthcare teams work faster, make fewer mistakes and collaborate at scale.
−40%Request turnaround time
−35%Manual workload
−50%Missing document errors
+45%Clinician efficiency
+60%Workflow visibility
+47%Follow-up completion
+38%User satisfaction
What this project taught me
Enterprise healthcare UXAI-assisted workflowsDashboard scalabilityCognitive-load reductionComplex operational systems
