CaseCTRL
Recovered Lost Revenue by Following Users’ Natural Habits
Redesigned CaseCTRL's surgery scheduling experience to support interruptions and existing habits. Expanded AI functionality using data the platform was already collecting. Makes scheduling easier and more cost-efficient.
Design Lead
Early-Stage B2B SaaS
9 Months
PRODUCT + UX DESIGN
Enterprise Platform
AI / ML
Information Architecture
HealthCare
CaseCTRL
Recovered Lost Revenue by Following Users’ Natural Habits
Redesigned CaseCTRL's surgery scheduling experience to support interruptions and existing habits. Expanded AI functionality using data the platform was already collecting. Makes scheduling easier and more cost-efficient.
Design Lead
Early-Stage B2B SaaS
9 Months
PRODUCT + UX DESIGN
Enterprise Platform
AI / ML
Information Architecture
HealthCare
CaseCTRL
Recovered Lost Revenue by Following Users’ Natural Habits
Redesigned CaseCTRL's surgery scheduling experience to support interruptions and existing habits. Expanded AI functionality using data the platform was already collecting. Makes scheduling easier and more cost-efficient.
Design Lead
Early-Stage B2B SaaS
9 Months
PRODUCT + UX DESIGN
Enterprise Platform
AI / ML
Information Architecture
HealthCare
CaseCTRL
Recovered Lost Revenue by Following Users’ Natural Habits
Redesigned CaseCTRL's surgery scheduling experience to support interruptions and existing habits. Expanded AI functionality using data the platform was already collecting. Makes scheduling easier and more cost-efficient.
Design Lead
Early-Stage B2B SaaS
9 Months
PRODUCT + UX DESIGN
Enterprise Platform
AI / ML
Information Architecture
HealthCare
The company
Digitize + optimize
the surgery scheduling process.
The company
Digitize + optimize
the surgery scheduling process.
The company
Digitize + optimize
the surgery scheduling process.
The company
Digitize + optimize
the surgery scheduling process.
CaseCTRL is a surgery coordination platform for independent clinics. Surgery scheduling is a complex process. An estimated 30% of cases were dropped during the process, and that’s lost revenue.
The MVP got mixed feedback — Great idea, but terrible execution. Users found it hard to navigate, which made the process even more complicated.
Impact
+38%
Case volumn
+38%
Case volumn
-30%
Admin time
-30%
Admin time
-40%
Case creation time
-40%
Case creation time
90%
Net promoter score
90%
Net promoter score
→
Acquired by LeanTaaS in June 2025
Highlights
Reshaped the platform around how users actually work, with expanded AI making the process faster and more organized.
Highlights
Reshaped the platform around how users actually work, with expanded AI making the process faster and more organized.
Highlights
Reshaped the platform around how users actually work, with expanded AI making the process faster and more organized.
Highlights
Reshaped the platform around how users actually work, with expanded AI making the process faster and more organized.
the real problem
The MVP didn't fit
the way users work.
the real problem
The MVP didn't fit
the way users work.
the real problem
The MVP didn't fit
the way users work.
the real problem
The MVP didn't fit
the way users work.
Users were used to filling forms on paper or taking notes on stickies. Part of their workflows involved flipping through papers to find the info they needed.
However, the MVP didn’t organize info the way users needed. Key info was difficult to find. It forced a fixed sequence into workflows with no sequence, making it hard to navigate and edit.
So I worked backward from the end state instead, trying to understand what it takes to complete each step and find ways to mimic their natural habits.
Project goal
Make key information easy to access, speed up scheduling process, and stop cases from dropping.
Project goal
Make key information easy to access, speed up scheduling process, and stop cases from dropping.
Project goal
Make key information easy to access, speed up scheduling process, and stop cases from dropping.
Project goal
Make key information easy to access, speed up scheduling process, and stop cases from dropping.
the gap
The interruptions are
part of the workflows.
the gap
The interruptions are
part of the workflows.
the gap
The interruptions are
part of the workflows.
the gap
The interruptions are
part of the workflows.
The MVP was built for a step-by-step process, so information was organized to move forward only, which makes it hard to go back and edit. Surgery scheduling doesn’t work that way. Users need to jump between tasks with constant interruptions, and the MVP wasn’t built for that.
Schedulers
→
Many open cases at once
→
Constant disruptions
→
Switching cases mid-thought
Surgeons
→
Diagnose in the exam room
→
Capture in scattered notes
→
Formalize the case hours later
→
90% are routine surgeries
the solutions
Followed users’ habits, rebuilt information architecture that keeps key info visible and accessible. Used AI for efficiency and resource optimization.
the solutions
Followed users’ habits, rebuilt information architecture that keeps key info visible and accessible. Used AI for efficiency and resource optimization.
the solutions
Followed users’ habits, rebuilt information architecture that keeps key info visible and accessible. Used AI for efficiency and resource optimization.
the solutions
Followed users’ habits, rebuilt information architecture that keeps key info visible and accessible. Used AI for efficiency and resource optimization.
01.
IA specifically built for
constant content switching.
The case list serves as the roster and dashboard with an at-a-glance view. Cases are grouped by stages: posted, in progress, confirmed, and post-surgery.
01.
IA specifically built for
constant content switching.
The case list serves as the roster and dashboard with an at-a-glance view. Cases are grouped by stages: posted, in progress, confirmed, and post-surgery.
01.
IA specifically built for
constant content switching.
The case list serves as the roster and dashboard with an at-a-glance view. Cases are grouped by stages: posted, in progress, confirmed, and post-surgery.
01.
IA specifically built for
constant content switching.
The case list serves as the roster and dashboard with an at-a-glance view. Cases are grouped by stages: posted, in progress, confirmed, and post-surgery.
Show key info and action items upfront.
Schedulers spend most of their time on “In Progress” cases, so each row contains key actionable info. The three action buttons are not just buttons, each do three things at the same time.
Show key info and action items upfront.
Schedulers spend most of their time on “In Progress” cases, so each row contains key actionable info. The three action buttons are not just buttons, each do three things at the same time.
Show key info and action items upfront.
Schedulers spend most of their time on “In Progress” cases, so each row contains key actionable info. The three action buttons are not just buttons, each do three things at the same time.
Show key info and action items upfront.
Schedulers spend most of their time on “In Progress” cases, so each row contains key actionable info. The three action buttons are not just buttons, each do three things at the same time.
→
Quick access — One click to that task’s tab.
→
Status —Button stays until its task is done, then is replaced by the result. Makes actionable items obvious.
→
Priority — Solid green button is the next required task. So schedulers can spot them just by scanning.
Drawer keeps the patient list visible.
Cases open over the list without fully covering it, make it’s easy to switch cases. Use collapsable panels to reduce cognitive load, but keep core info easy to access.
Drawer keeps the patient list visible.
Cases open over the list without fully covering it, make it’s easy to switch cases. Use collapsable panels to reduce cognitive load, but keep core info easy to access.
Drawer keeps the patient list visible.
Cases open over the list without fully covering it, make it’s easy to switch cases. Use collapsable panels to reduce cognitive load, but keep core info easy to access.
Drawer keeps the patient list visible.
Cases open over the list without fully covering it, make it’s easy to switch cases. Use collapsable panels to reduce cognitive load, but keep core info easy to access.
Notes stay in the sidebar, just like sticky notes.
It stays vertical and collapsed on the right side, makes it intuitive and easy to find. It expanded on the Insurance tab by default because they are most needed on insurance calls.
Notes stay in the sidebar, just like sticky notes.
It stays vertical and collapsed on the right side, makes it intuitive and easy to find. It expanded on the Insurance tab by default because they are most needed on insurance calls.
Notes stay in the sidebar, just like sticky notes.
It stays vertical and collapsed on the right side, makes it intuitive and easy to find. It expanded on the Insurance tab by default because they are most needed on insurance calls.
Notes stay in the sidebar, just like sticky notes.
It stays vertical and collapsed on the right side, makes it intuitive and easy to find. It expanded on the Insurance tab by default because they are most needed on insurance calls.
02.
Saved preferences
reduce repetition.
Surgeons rarely sit in an office, they move around rooms and interact with patients. Paperwork is the last thing they want to do, and filling out the same info again and again makes it worse.
02.
Saved preferences
reduce repetition.
Surgeons rarely sit in an office, they move around rooms and interact with patients. Paperwork is the last thing they want to do, and filling out the same info again and again makes it worse.
02.
Saved preferences
reduce repetition.
Surgeons rarely sit in an office, they move around rooms and interact with patients. Paperwork is the last thing they want to do, and filling out the same info again and again makes it worse.
02.
Saved preferences
reduce repetition.
Surgeons rarely sit in an office, they move around rooms and interact with patients. Paperwork is the last thing they want to do, and filling out the same info again and again makes it worse.
Quick Pick starts the case at 90% done.
Most of the surgeries a surgeon performs are repeat procedures. Saved procedure preferences (Quickpicks) help cut down time and error. It cut down time from 5 mins to 2 mins.
Quick Pick starts the case at 90% done.
Most of the surgeries a surgeon performs are repeat procedures. Saved procedure preferences (Quickpicks) help cut down time and error. It cut down time from 5 mins to 2 mins.
Quick Pick starts the case at 90% done.
Most of the surgeries a surgeon performs are repeat procedures. Saved procedure preferences (Quickpicks) help cut down time and error. It cut down time from 5 mins to 2 mins.
Quick Pick starts the case at 90% done.
Most of the surgeries a surgeon performs are repeat procedures. Saved procedure preferences (Quickpicks) help cut down time and error. It cut down time from 5 mins to 2 mins.
AI combines procedures into a single case.
Surgeons always combine procedures into a single case. Presets make that easy. The system combines the saved preferences of each procedure into a single list of tasks for schedulers.
AI combines procedures into a single case.
Surgeons always combine procedures into a single case. Presets make that easy. The system combines the saved preferences of each procedure into a single list of tasks for schedulers.
AI combines procedures into a single case.
Surgeons always combine procedures into a single case. Presets make that easy. The system combines the saved preferences of each procedure into a single list of tasks for schedulers.
AI combines procedures into a single case.
Surgeons always combine procedures into a single case. Presets make that easy. The system combines the saved preferences of each procedure into a single list of tasks for schedulers.
03.
Cases are
tracked and managed by AI.
About 30% of cases were dropped annually in a clinic, mostly due to memory failures. Stalled insurance approvals and patients' busy schedules are the main reasons why cases are forgotten.
03.
Cases are
tracked and managed by AI.
About 30% of cases were dropped annually in a clinic, mostly due to memory failures. Stalled insurance approvals and patients' busy schedules are the main reasons why cases are forgotten.
03.
Cases are
tracked and managed by AI.
About 30% of cases were dropped annually in a clinic, mostly due to memory failures. Stalled insurance approvals and patients' busy schedules are the main reasons why cases are forgotten.
03.
Cases are
tracked and managed by AI.
About 30% of cases were dropped annually in a clinic, mostly due to memory failures. Stalled insurance approvals and patients' busy schedules are the main reasons why cases are forgotten.
AI-powered time slots suggestions.
Time slot search runs on the surgeon's case data and the admin's logistics data, it returns five slots that clear all five parties.
AI-powered time slots suggestions.
Time slot search runs on the surgeon's case data and the admin's logistics data, it returns five slots that clear all five parties.
AI-powered time slots suggestions.
Time slot search runs on the surgeon's case data and the admin's logistics data, it returns five slots that clear all five parties.
AI-powered time slots suggestions.
Time slot search runs on the surgeon's case data and the admin's logistics data, it returns five slots that clear all five parties.
Cost-efficient way to fill cancellations.
Cancellation and reschedule are common. the system will base on the locations and equipment to suggest the most cost-efficient standby case to the scheduler.
Cost-efficient way to fill cancellations.
Cancellation and reschedule are common. the system will base on the locations and equipment to suggest the most cost-efficient standby case to the scheduler.
Cost-efficient way to fill cancellations.
Cancellation and reschedule are common. the system will base on the locations and equipment to suggest the most cost-efficient standby case to the scheduler.
Cost-efficient way to fill cancellations.
Cancellation and reschedule are common. the system will base on the locations and equipment to suggest the most cost-efficient standby case to the scheduler.
Stalled cases are tracked.
Cases are categorized by status, unfinished task and no. of days since created is also visible. The system will alert the scheduler If it’s over 60 days.
Stalled cases are tracked.
Cases are categorized by status, unfinished task and no. of days since created is also visible. The system will alert the scheduler If it’s over 60 days.
Stalled cases are tracked.
Cases are categorized by status, unfinished task and no. of days since created is also visible. The system will alert the scheduler If it’s over 60 days.
Stalled cases are tracked.
Cases are categorized by status, unfinished task and no. of days since created is also visible. The system will alert the scheduler If it’s over 60 days.
04.
Use data already collected to
expand AI functionalities.
Everything a case needs and every action taken was collected during the process, so widening what use can be made of it costs almost nothing.
04.
Use data already collected to
expand AI functionalities.
Everything a case needs and every action taken was collected during the process, so widening what use can be made of it costs almost nothing.
04.
Use data already collected to
expand AI functionalities.
Everything a case needs and every action taken was collected during the process, so widening what use can be made of it costs almost nothing.
04.
Use data already collected to
expand AI functionalities.
Everything a case needs and every action taken was collected during the process, so widening what use can be made of it costs almost nothing.
Manage cases from end-to-end
Status history becomes the accountability trail. Resource commitments across cases become the admin's live view of logistic and capacity. Transactional emails generate from the case and responses keep in one place.
Manage cases from end-to-end
Status history becomes the accountability trail. Resource commitments across cases become the admin's live view of logistic and capacity. Transactional emails generate from the case and responses keep in one place.
Manage cases from end-to-end
Status history becomes the accountability trail. Resource commitments across cases become the admin's live view of logistic and capacity. Transactional emails generate from the case and responses keep in one place.
Manage cases from end-to-end
Status history becomes the accountability trail. Resource commitments across cases become the admin's live view of logistic and capacity. Transactional emails generate from the case and responses keep in one place.
Hospital-scale adoption made possible.
In the MVP, data was export-and-upload from other platform, made it complicate to update. The new admin portal connects to where the data already lives through APIs, and which is also what makes hospital-scale adoption possible.
Hospital-scale adoption made possible.
In the MVP, data was export-and-upload from other platform, made it complicate to update. The new admin portal connects to where the data already lives through APIs, and which is also what makes hospital-scale adoption possible.
Hospital-scale adoption made possible.
In the MVP, data was export-and-upload from other platform, made it complicate to update. The new admin portal connects to where the data already lives through APIs, and which is also what makes hospital-scale adoption possible.
Hospital-scale adoption made possible.
In the MVP, data was export-and-upload from other platform, made it complicate to update. The new admin portal connects to where the data already lives through APIs, and which is also what makes hospital-scale adoption possible.
closing
Built for clinics,
sized for hospitals.
closing
Built for clinics,
sized for hospitals.
closing
Built for clinics,
sized for hospitals.
closing
Built for clinics,
sized for hospitals.
Most independent surgeons hold hospital contracts, so the platform was designed for the environment its clinics already touched, like large hospital systems.
The growth was planned from the start. The platform supports multiple surgeons, multiple facilities, time zones, roles, and permissions, all built into this new version. Just one switch to turn them on.
Impact
+38%
Case volumn
+38%
Case volumn
-30%
Admin time
-30%
Admin time
-40%
Case creation time
-40%
Case creation time
90%
Net promoter score
90%
Net promoter score
→
Acquired by LeanTaaS in June 2025
