SmartForms — Enterprise Workflow Automation

Our Approach

The engagement began with a comprehensive process audit across the organization's administrative workflows. We mapped every form type, approval chain, and manual handoff — discovering that 9 core form types consumed thousands of hours annually in email-based back-and-forth between clinic managers, regional leads, and corporate departments.

Phase 1: Platform Architecture & Core Forms

We built the SmartForms Portal on a Next.js frontend with a Python backend, integrating Azure AD SSO for seamless authentication. The architecture was designed around a key insight: every form type shares a common lifecycle (intake, validation, routing, approval, execution, audit) but each has unique business rules.

The first forms deployed were the highest-volume types:

• Password resets — self-service portal reducing helpdesk tickets by 80%
• Practice Manager (PM) changes — automated notifications to all dependent systems when a clinic's PM changes
• Hours of operation updates — propagation to the clinic map, SharePoint, and public-facing directories

Phase 2: Integration Layer & Email Approvals

The critical differentiator was the email-based approval system. Rather than requiring managers to log into a portal, approval requests were sent as structured emails with one-click approve/deny buttons. This single design decision increased approval response times by 3x.

We built deep integrations with:

• Dayforce for HR data synchronization (new hires, terminations, role changes)
• Azure AD for identity management and group membership updates
• SQL Server for the clinic map database powering location-based routing
• SharePoint and Office 365 via Microsoft Graph for document generation and distribution

Phase 3: Test Mode, Audit Trail & Rollout

Each form type was deployed with a dual test/production mode — a critical feature in healthcare where an incorrect clinic map update could disrupt patient routing. New form workflows were validated by designated testers before being activated for the full organization.

The platform now processes all 9 form types with a complete audit trail, saving the organization an estimated $59,310 annually in labor costs and eliminating thousands of hours of manual administrative work.