Digital Files & Signatures for Dental Clinics
Digital Files & Signatures for Dental Clinics
Digital Files & Signatures for Dental Clinics
Overview
The dentall HiS system is used by 8,000+ staff across dental clinics. This project improved file management and digital consent signing to reduce errors and save time.
On-site research revealed that dentists and assistants welcomed the redesign, highlighting faster access to documents, smoother communication and reduced reliance on paper. They also expressed anticipation for future improvements.
Timeline
Jan 2021 - May 2022
Role
Product Designer
Responsibilities
UXUI Design & User Interviews
Company
dentall
Overview
The dentall HiS system is used by 8,000+ staff across dental clinics. This project improved file management and digital consent signing to reduce errors and save time.
On-site research revealed that dentists and assistants welcomed the redesign, highlighting faster access to documents, smoother communication and reduced reliance on paper. They also expressed anticipation for future improvements.
Timeline
Jan 2021 - May 2022
Role
Product Designer
Responsibilities
UXUI Design & User Interviews
Company
dentall
Overview
The dentall HiS system is used by 8,000+ staff across dental clinics. This project improved file management and digital consent signing to reduce errors and save time.
On-site research revealed that dentists and assistants welcomed the redesign, highlighting faster access to documents, smoother communication and reduced reliance on paper. They also expressed anticipation for future improvements.
Timeline
Jan 2021 - May 2022
Role
Product Designer
Responsibilities
UXUI Design & User Interviews
Company
dentall
Manage documents without breaking the workflow
Manage documents without breaking the workflow
Manage documents without breaking the workflow
Built for busy clinics to access, sign and store documents
Built for busy clinics to access, sign and store documents
About Service
About Service
dentall was founded in 2015 and is Taiwan's largest dental information platform, with over 8,000 registered members, including approximately half of all dentists in Taiwan. Its core product, dentallHiS, is a fully cloud-based dental clinic management system that integrates patient records, appointment scheduling, ERP and CRM.
dentall was founded in 2015 and is Taiwan's largest dental information platform, with over 8,000 registered members, including approximately half of all dentists in Taiwan. Its core product, dentallHiS, is a fully cloud-based dental clinic management system that integrates patient records, appointment scheduling, ERP and CRM.
Situation
Situation
Files Are Hard to Find
Files Are Hard to Find
Files Are Hard to Find
Although the system can store images, there are many issues with how it is used in practice. Doctors and assistants find the process of handling this data unintuitive and somewhat out of sync with the pace at which they work.
Although the system can store images, there are many issues with how it is used in practice. Doctors and assistants find the process of handling this data unintuitive and somewhat out of sync with the pace at which they work.
User Research - A Day at the Dental Clinic
User Research - A Day at the Dental Clinic
In order to better understand the actual working environment of the clinic, I spent several days interning there, assisting at the front desk with patient care and observing how doctors looked up information and interacted with patients.
In order to better understand the actual working environment of the clinic, I spent several days interning there, assisting at the front desk with patient care and observing how doctors looked up information and interacted with patients.
I interviewed a dentist and two dental assistants to learn about the problems they encounter and their true thoughts, and came to the following conclusions.
I interviewed a dentist and two dental assistants to learn about the problems they encounter and their true thoughts, and came to the following conclusions.
Users expect a more streamlined, digital-first workflow that simplifies forms, enables easy signing and organises files better.
Users expect a more streamlined, digital-first workflow that simplifies forms, enables easy signing and organises files better.
Part1. Optimizing File Management
Part1. Optimizing File Management
Part1. Optimizing File Management
Problem
Problem
The system only supports image files and isn’t intuitive to browse. When there’s too much data, it’s hard for users to find what they need, which impacts both communication and care.
The system only supports image files and isn’t intuitive to browse. When there’s too much data, it’s hard for users to find what they need, which impacts both communication and care.
Design Goal
Design Goal
Allow doctors and assistants to locate the images they need more quickly and match them to the current treatment or condition.
Quickly browse, filter, sort, and search patient images to find the right file for the right treatment.
All patient documents, including images, consents and reports, are now accessible in one place.
Allow doctors and assistants to locate the images they need more quickly and match them to the current treatment or condition.
Manage all patient files in one system — upload, categorise, and retrieve images, X-rays, medical records, and consent forms without switching tools.
Quickly browse, filter, sort, and search patient images to find the right file for the right treatment.
All patient documents, including images, consents and reports, are now accessible in one place.
Manage all patient files in one system — upload, categorise, and retrieve images, X-rays, medical records, and consent forms without switching tools.
Design Deliverables
Design Deliverables
I have separated file management into a separate tab so that users can more clearly access the file area and switch between list and grid views as needed, improving browsing and location efficiency.
I have separated file management into a separate tab so that users can more clearly access the file area and switch between list and grid views as needed, improving browsing and location efficiency.
The information and filter criteria provided on the preview page allow users to quickly search and determine file contents based on specific conditions.
The information and filter criteria provided on the preview page allow users to quickly search and determine file contents based on specific conditions.
After clicking on a thumbnail, the file name information appears at the top of the details screen, helping physicians correlate it with the clinical context. It also supports slide show mode for continuous browsing of multiple records.
After clicking on a thumbnail, the file name information appears at the top of the details screen, helping physicians correlate it with the clinical context. It also supports slide show mode for continuous browsing of multiple records.
Since doctors and assistants are always moving around the clinic, I also designed a responsive interface for tablets and mobile phones so that they can easily access and operate the system at any time.
Since doctors and assistants are always moving around the clinic, I also designed a responsive interface for tablets and mobile phones so that they can easily access and operate the system at any time.
Part2. Digital consent form signing
Part2. Digital consent form signing
Part2. Digital consent form signing
Problem
Problem
Paper-based processes often result in information being omitted or misplaced, require physical storage space, and take extra time for assistants to organize and confirm.
Paper-based processes often result in information being omitted or misplaced, require physical storage space, and take extra time for assistants to organize and confirm.
Design Goal
Design Goal
Allow patients to sign consent forms digitally during their appointment, and have the files automatically stored in the correct medical record.
Use reusable templates for different procedures. Support tablet signing in the clinic. Ensure signed files are instantly filed under the right patient record.
Allow patients to sign consent forms digitally during their appointment, and have the files automatically stored in the correct medical record.
Use reusable templates for different procedures. Support tablet signing in the clinic. Ensure signed files are instantly filed under the right patient record.
Design Deliverables
Design Deliverables
System Limitations
System Limitations
The signing process took place entirely on a third-party platform. Our system only handled creating the signing request and automatically archiving the signed document once the process was completed.
The signing process took place entirely on a third-party platform. Our system only handled creating the signing request and automatically archiving the signed document once the process was completed.
After the assistant selects the consent form template requiring signature on the patient's page, the document automatically populates with the treatment time and physician details. Upon confirmation, the signing platform displays the corresponding consent form template. Once the patient signs it, the file is automatically saved back to that patient's file section.
After the assistant selects the consent form template requiring signature on the patient's page, the document automatically populates with the treatment time and physician details. Upon confirmation, the signing platform displays the corresponding consent form template. Once the patient signs it, the file is automatically saved back to that patient's file section.
Quick Selection of Common Consent Templates
Quick Selection of Common Consent Templates
A reminder appears to guide the assistant to the signing platform after the document is created.
A reminder appears to guide the assistant to the signing platform after the document is created.
Once a document is fully signed, it is automatically returned to the HiS patient record, with the file name including clinic ID, file type, treatment date, and serial number.
Once a document is fully signed, it is automatically returned to the HiS patient record, with the file name including clinic ID, file type, treatment date, and serial number.
User Feedback
User Feedback
I spoke with a few dentists and dental assistants to hear their thoughts on the new design:
I spoke with a few dentists and dental assistants to hear their thoughts on the new design:
Dr. Chen
“It takes less time to find files now. It's quicker overall.”
“It takes less time to find files now. It's quicker overall.”
Dr. Liu
“Having the treatment time shown with the images really helps.”
“Having the treatment time shown with the images really helps.”
77 (Dental Assistant)
“The consent process is much easier. We used to have tons of paper documents.”
“The consent process is much easier. We used to have tons of paper documents.”
Overall, dentists and assistants gave mostly positive evaluations of the functions provided this time and expressed their expectations for future functional enhancements.
Overall, dentists and assistants gave mostly positive evaluations of the functions provided this time and expressed their expectations for future functional enhancements.
