Enhance Medasystems “Expanded Access Platform” to Support Recurring Tasks
Team
Product Designer DesignOps Manager Product Manager Company stakeholders
Team
Product Designer DesignOps Manager Product Manager Company stakeholders
Team
Product Designer DesignOps Manager Product Manager Company stakeholders
Type of project
Collaboration with Guidea (UX Design Agency)
Type of project
Collaboration with Guidea (UX Design Agency)
Type of project
Collaboration with Guidea (UX Design Agency)
My areas of focus
UX Strategy Information Architecture UX Design Visual Design Workshop Facilitation
My areas of focus
UX Strategy Information Architecture UX Design Visual Design Workshop Facilitation
My areas of focus
UX Strategy Information Architecture UX Design Visual Design Workshop Facilitation
Timeline
4 weeks
Timeline
4 weeks
Timeline
4 weeks
Overview
Overview
Overview
Overview
Medasystems is a SaaS healthcare startup that enables physicians to secure access to experimental treatments and clinical trials for patients with ultrarare diseases, autoimmune conditions, and late-stage cancer.
Medasystems is a SaaS healthcare startup that enables physicians to secure access to experimental treatments and clinical trials for patients with ultrarare diseases, autoimmune conditions, and late-stage cancer.
The Problem
The Problem
The Problem
The Problem
The Expanded Access platform was designed for one-time approvals, but as patient needs evolved, it lacked support for recurring workflows such as medication refills and clinical case updates. This misalignment forced physicians and manufacturers into time-consuming manual processes, increasing administrative burden, delaying approvals, and disrupting patient treatment continuity. A more scalable solution was needed to streamline recurring tasks, reduce friction in clinician-manufacturer interactions, and ensure timely patient access to critical therapies.
The Expanded Access platform was designed for one-time approvals, but as patient needs evolved, it lacked support for recurring workflows such as medication refills and clinical case updates. This misalignment forced physicians and manufacturers into time-consuming manual processes, increasing administrative burden, delaying approvals, and disrupting patient treatment continuity. A more scalable solution was needed to streamline recurring tasks, reduce friction in clinician-manufacturer interactions, and ensure timely patient access to critical therapies.
The Expanded Access platform was designed for one-time approvals, but as patient needs evolved, it lacked support for recurring workflows such as medication refills and clinical case updates. This misalignment forced physicians and manufacturers into time-consuming manual processes, increasing administrative burden, delaying approvals, and disrupting patient treatment continuity. A more scalable solution was needed to streamline recurring tasks, reduce friction in clinician-manufacturer interactions, and ensure timely patient access to critical therapies.
The Expanded Access platform was designed for one-time approvals, but as patient needs evolved, it lacked support for recurring workflows such as medication refills and clinical case updates. This misalignment forced physicians and manufacturers into time-consuming manual processes, increasing administrative burden, delaying approvals, and disrupting patient treatment continuity. A more scalable solution was needed to streamline recurring tasks, reduce friction in clinician-manufacturer interactions, and ensure timely patient access to critical therapies.
System Limitations: What was getting in the way?
System Limitations: What was getting in the way?
System Limitations: What was getting in the way?
System Limitations: What was getting in the way?
One week of workshops and stakeholder discussions revealed several major pain points:
One week of workshops and stakeholder discussions revealed several major pain points:
One week of workshops and stakeholder discussions revealed several major pain points:
One week of workshops and stakeholder discussions revealed several major pain points:
Physicians struggled to keep up with case updates:
With multiple patients in Expanded Access programs, physicians faced an overwhelming workload, making it difficult to update cases consistently. Without a centralized view, they had to log in frequently and review each case independently, leading to missed updates, delays, and a lack of visibility into approval timelines.
Physicians struggled to keep up with case updates:
With multiple patients in Expanded Access programs, physicians faced an overwhelming workload, making it difficult to update cases consistently. Without a centralized view, they had to log in frequently and review each case independently, leading to missed updates, delays, and a lack of visibility into approval timelines.
Physicians struggled to keep up with case updates:
With multiple patients in Expanded Access programs, physicians faced an overwhelming workload, making it difficult to update cases consistently. Without a centralized view, they had to log in frequently and review each case independently, leading to missed updates, delays, and a lack of visibility into approval timelines.
Physicians struggled to keep up with case updates:
With multiple patients in Expanded Access programs, physicians faced an overwhelming workload, making it difficult to update cases consistently. Without a centralized view, they had to log in frequently and review each case independently, leading to missed updates, delays, and a lack of visibility into approval timelines.
Manufacturers needed more flexible workflows:
Treatment requirements varied, but the platform’s rigid, one-size-fits-all approach didn’t accommodate different approval and shipment processes. Manufacturers depended on physicians to submit case updates before they could proceed, but missing or delayed information caused bottlenecks and compliance risks.
Manufacturers needed more flexible workflows:
Treatment requirements varied, but the platform’s rigid, one-size-fits-all approach didn’t accommodate different approval and shipment processes. Manufacturers depended on physicians to submit case updates before they could proceed, but missing or delayed information caused bottlenecks and compliance risks.
Manufacturers needed more flexible workflows:
Treatment requirements varied, but the platform’s rigid, one-size-fits-all approach didn’t accommodate different approval and shipment processes. Manufacturers depended on physicians to submit case updates before they could proceed, but missing or delayed information caused bottlenecks and compliance risks.
Manufacturers needed more flexible workflows:
Treatment requirements varied, but the platform’s rigid, one-size-fits-all approach didn’t accommodate different approval and shipment processes. Manufacturers depended on physicians to submit case updates before they could proceed, but missing or delayed information caused bottlenecks and compliance risks.
Interdependent processes led to treatment delays:
Since medication shipments relied on real-time physician updates, any delay in case documentation disrupted the entire workflow, slowing down patient access to critical treatments.
Interdependent processes led to treatment delays:
Since medication shipments relied on real-time physician updates, any delay in case documentation disrupted the entire workflow, slowing down patient access to critical treatments.
Interdependent processes led to treatment delays:
Since medication shipments relied on real-time physician updates, any delay in case documentation disrupted the entire workflow, slowing down patient access to critical treatments.
Interdependent processes led to treatment delays:
Since medication shipments relied on real-time physician updates, any delay in case documentation disrupted the entire workflow, slowing down patient access to critical treatments.
Discovery
Discovery
Discovery
Discovery
Understanding the problem
To uncover the root causes of these challenges, we conducted workshops and collaborative ideation sessions with key stakeholders.
Understanding the problem
To uncover the root causes of these challenges, we conducted workshops and collaborative ideation sessions with key stakeholders.
Understanding the problem
To uncover the root causes of these challenges, we conducted workshops and collaborative ideation sessions with key stakeholders.
Understanding the problem
To uncover the root causes of these challenges, we conducted workshops and collaborative ideation sessions with key stakeholders.
Task distribution
We learned that physicians relied on nurses and medical assistants to complete more administrative tasks, with doctors primarily reviewing and authorizing actions.
Task distribution
We learned that physicians relied on nurses and medical assistants to complete more administrative tasks, with doctors primarily reviewing and authorizing actions.
Task distribution
We learned that physicians relied on nurses and medical assistants to complete more administrative tasks, with doctors primarily reviewing and authorizing actions.
Task distribution
We learned that physicians relied on nurses and medical assistants to complete more administrative tasks, with doctors primarily reviewing and authorizing actions.
Conditional workflows
Both physicians and manufacturers needed the ability to customize workflows, where previous steps could determine the next actions on a patient to patient basis.
Conditional workflows
Both physicians and manufacturers needed the ability to customize workflows, where previous steps could determine the next actions on a patient to patient basis.
Conditional workflows
Both physicians and manufacturers needed the ability to customize workflows, where previous steps could determine the next actions on a patient to patient basis.
Conditional workflows
Both physicians and manufacturers needed the ability to customize workflows, where previous steps could determine the next actions on a patient to patient basis.
Need for automation
Manufacturers needed to automate most post-approval tasks, reducing the need for constant manual intervention.
Need for automation
Manufacturers needed to automate most post-approval tasks, reducing the need for constant manual intervention.
Need for automation
Manufacturers needed to automate most post-approval tasks, reducing the need for constant manual intervention.
Need for automation
Manufacturers needed to automate most post-approval tasks, reducing the need for constant manual intervention.
The Solution
The Solution
The Solution
The Solution
Designing for Impact
To address these challenges, we designed and implemented key flows
Designing for Impact
To address these challenges, we designed and implemented key flows
Designing for Impact
To address these challenges, we designed and implemented key flows
Designing for Impact
To address these challenges, we designed and implemented key flows
Centralized Case Dashboard & Real-Time Status Visibility
The cases overview and case summary pages now provide a clear, centralized dashboard for physicians and manufacturers to track approvals, shipments, and pending tasks. This improvement reduces the need for physicians to check cases individually, giving them better visibility into timelines and outstanding actions.
Centralized Case Dashboard & Real-Time Status Visibility
The cases overview and case summary pages now provide a clear, centralized dashboard for physicians and manufacturers to track approvals, shipments, and pending tasks. This improvement reduces the need for physicians to check cases individually, giving them better visibility into timelines and outstanding actions.
Centralized Case Dashboard & Real-Time Status Visibility
The cases overview and case summary pages now provide a clear, centralized dashboard for physicians and manufacturers to track approvals, shipments, and pending tasks. This improvement reduces the need for physicians to check cases individually, giving them better visibility into timelines and outstanding actions.
Task Delegation for Physicians
We introduced structured task delegation, allowing physicians to assign administrative tasks to nurses and medical assistants while maintaining oversight. This streamlined case updates, reducing the cognitive load on physicians and ensuring critical actions were completed on time.
Task Delegation for Physicians
We introduced structured task delegation, allowing physicians to assign administrative tasks to nurses and medical assistants while maintaining oversight. This streamlined case updates, reducing the cognitive load on physicians and ensuring critical actions were completed on time.
Task Delegation for Physicians
We introduced structured task delegation, allowing physicians to assign administrative tasks to nurses and medical assistants while maintaining oversight. This streamlined case updates, reducing the cognitive load on physicians and ensuring critical actions were completed on time.
Dynamic workflow triggers
Where certain actions (such as a case update or shipment request) automatically prompt the next steps. This ensures that processes remain adaptable rather than following a rigid, one-size-fits-all approach.
Dynamic workflow triggers
Where certain actions (such as a case update or shipment request) automatically prompt the next steps. This ensures that processes remain adaptable rather than following a rigid, one-size-fits-all approach.
Dynamic workflow triggers
Where certain actions (such as a case update or shipment request) automatically prompt the next steps. This ensures that processes remain adaptable rather than following a rigid, one-size-fits-all approach.
Key Metrics
Key Metrics
35%
35%
Increase in patient education module completion rates.
Increase in patient education module completion rates.
1.5x
1.5x
Higher patient satisfaction scores, with users reporting less stress and more control over their experience.
Higher patient satisfaction scores, with users reporting less stress and more control over their experience.
27%
27%
Reduction in non-essential nurse interruptions, allowing staff to focus on critical care.
Reduction in non-essential nurse interruptions, allowing staff to focus on critical care.
Conclusion
Conclusion
Conclusion
Conclusion
We introduced structured task delegation, allowing physicians to assign administrative tasks to nurses and medical assistants while maintaining oversight. This streamlined case updates, reducing the cognitive load on physicians and ensuring critical actions were completed on time.
We introduced structured task delegation, allowing physicians to assign administrative tasks to nurses and medical assistants while maintaining oversight. This streamlined case updates, reducing the cognitive load on physicians and ensuring critical actions were completed on time.
We introduced structured task delegation, allowing physicians to assign administrative tasks to nurses and medical assistants while maintaining oversight. This streamlined case updates, reducing the cognitive load on physicians and ensuring critical actions were completed on time.
We introduced structured task delegation, allowing physicians to assign administrative tasks to nurses and medical assistants while maintaining oversight. This streamlined case updates, reducing the cognitive load on physicians and ensuring critical actions were completed on time.
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
Mantra
Build something the lasts
Great design is about creating experiences that drive real business impact.
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
Mantra
Build something the lasts
Great design is about creating experiences that drive real business impact.
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
+++
Good UX is invisible
Mantra
Build something the lasts
Great design is about creating experiences that drive real business impact.