Redesigning Performance Management for Allied Health Clinics

Clinic Mastery came to us with a challenge many allied health clinics face. They had a Google Sheets performance dashboard that worked, but had serious limitations.

• Clinic owners were spending hours copying data from their Patient Management Systems
• Some were even hiring virtual assistants just to handle data entry
• The spreadsheet required training to use effectively and often contained errors
• The solution was only available to Clinic Mastery's coaching clients

The goal was to create something that would eliminate manual work, provide real-time insights, and expand market reach through a self-service SaaS model.

Discovery Process

I organised four discovery workshops over a month, bringing together our Growthbox team and Clinic Mastery stakeholders. Between workshops, I conducted user interviews with clinic owners and domain experts from Clinic Mastery.

These conversations revealed key insights:

• Many clinics tie practitioner performance directly to financial incentives
• Clinic owners needed tools to mentor their team and recognise high performers
• Practitioners wanted visibility into their own metrics and financial incentives without seeing sensitive team data
• Cliniko was the dominant Patient Management System among users

We developed two personas (clinic owner and practitioner) and crafted user stories from both perspectives. This helped us understand the different needs and privacy considerations for each user type.

Design Process

I started with wireframes focusing on key user tasks and data visualisation. Testing these with clinic owners and practitioners gave us feedback that shaped subsequent iterations. As the design evolved, I created Figma prototypes to test more complex interactions.

Working with our engineering team, we chose MUI as our design system foundation. I built a comprehensive UI kit in Figma based on MUI for consistency.

Together we established key design principles:

• Clear visual hierarchy showing important insights immediately
• Separation of data access between owners and practitioners
• Automation of manual processes wherever possible
• Flexible layouts supporting different device sizes and clinic types
• Data visualisation that highlights trends and opportunities

We followed an agile process with two-week sprints. I actively participated in sprint planning sessions with our engineers, helping prioritise features based on user value and technical complexity. Regular design reviews with both Growthbox and Clinic Mastery teams kept everyone aligned. I also contributed to quarterly strategic check-ins to ensure we were meeting longer-term goals.

The Solution

Allie connects directly to Cliniko via API, automatically importing and visualising performance data. But we didn't just build a dashboard – we created a tool that transforms how clinics approach performance management.

Clinic Owner Dashboard

The clinic owner interface provides comprehensive management capabilities:

• Performance Overview: Real-time metrics showing clinic and practitioner performance
• Team Benchmarking: Compare practitioner performance across key metrics
• Target Setting: Establish goals based on historical performance
• Incentive Management: Configure financial incentives tied to performance
• Data Analysis: Identify trends and opportunities for improvement

The interface provides a clear visual hierarchy that shows important insights immediately, while allowing users to dig deeper when needed.

Practitioner Dashboard

One key innovation was creating separate logins for clinic owners and practitioners. This enabled transparency while maintaining privacy – practitioners can now see their own metrics and incentive progress without accessing sensitive information about colleagues.

The practitioner interface focuses on individual performance:

• Personal Metrics: Track individual performance against targets
• Incentive Tracking: Monitor progress towards financial incentives
• Historical Trends: View performance over time to identify patterns
• Goal Setting: Set personal targets aligned with clinic objectives
• Self-assessment: Tools to reflect on performance and identify areas for improvement

We also leveraged automation in several ways. Daily imports from Cliniko eliminated the fortnightly manual updates, while our target-setting feature analyses historical data to suggest appropriate benchmarks for clinic owners.

Outcomes

Within the first month of launch, Allie secured 32 paying subscribers. The feedback from clinic owners was overwhelmingly positive.

Several clinics have eliminated virtual assistant positions previously needed for spreadsheet maintenance. Performance reviews that used to take hours now take minutes to prepare. Practitioners are showing increased ownership of their results with real-time visibility into their performance and incentives.

Some customer testimonials we recieved:

• "What's great is the ability to see all the data I have been trying to track in a much clearer, more transparent & significantly quicker way." — Laura Williams, Words in Motion (Speech pathologist)
• "What an amazing product. It's going to change the way we mentor and improve patient outcomes... It's a great self reflection and benchmarking tool." — Tom Barry, O-Health (Osteopathy, Physiotherapy, Exercise physiology)
• "Allie is intuitive, easy to use and provides very quick insights. It's a clean and flexible way of looking at the performance of our team." — Tim Hill, Village Therapy (Speech pathology & Occupational therapy)

Our MVP launch was just the beginning. During discovery, we identified two clear areas for future iterations: a document resource hub and tools to help clinics with NDIS (National Disability Insurance Scheme) compliance. User testing gave us encouraging feedback on both these features, and it became the focus of our next design cycle.