Hospital Management System in Decaturville, Tennessee

When we started this project, we learned the clinic was manually entering every patient’s insurance details into three separate spreadsheets just to verify coverage. Their staff spent 40 hours a week on data entry that resulted in 12% billing errors. We designed a system that connects directly to CMS and private insurers via REST APIs, eliminating duplicate data entry entirely.


The biggest challenge wasn’t the software, it was the workflow. Most clinics in Decaturville still rely on clipboards and sticky notes because their staff never had input into how systems were designed. We spent a week shadowing the front-desk team during peak hours, mapping every manual step they took before we wrote a single line of code. That observation changed everything: we built a patient kiosk that automatically pulls insurance data from the patient’s ID card using optical character recognition, cutting check-in time to under 90 seconds.


Billing was another nightmare. The clinic’s old system couldn’t handle Tennessee’s unique Medicaid rules, which require different documentation for patients under 21 versus adults. We built a rules engine in Laravel that applies the correct billing logic automatically based on patient age and diagnosis codes. During the first month after launch, the clinic reduced billing errors from 12% to under 1% and recovered $18,000 in previously denied claims.


We didn’t stop at the clinic’s needs. We built a patient portal using React that lets patients schedule appointments, pay copays via Stripe, and message doctors directly through Firebase. The portal syncs with the clinic’s existing EHR system, so no data gets siloed. For a practice serving an aging population in Decaturville, this meant older patients could finally manage their care without relying on family members to call the office during business hours.