A healthcare client was managing patient feedback, equipment requests, and compliance checklists using paper forms and email chains. We replaced the entire process with a Power Platform solution — delivering a mobile-friendly app, automated workflows, and centralised reporting in just 4 weeks.
The Challenge
- Paper forms were slow to process and easy to lose
- Approval requests sat in email inboxes for days
- No central visibility into open requests or completion rates
- Compliance audits required manual data gathering
Solution Architecture
Mobile Forms
Data Store
Approvals & Alerts
Reporting
What We Built
Power Apps — Mobile Data Capture
A tablet and phone app with three modules: patient feedback forms, equipment request forms, and compliance checklists. Staff submit entries on the ward floor — no paper required.
Dataverse — Centralised Data
All submissions flow into Dataverse tables with role-based access control. Managers see their department's data; compliance leads see everything.
Power Automate — Approvals & Notifications
- Equipment requests trigger an approval flow to the facilities manager
- Overdue compliance checklists trigger reminder emails automatically
- Critical patient feedback flags go directly to the quality team via Teams
Power BI — Management Dashboard
A live dashboard showing submission volumes, approval response times, compliance completion rates, and overdue items — refreshed every 15 minutes.
Results
- 85% reduction in form processing time
- Average approval time dropped from 3 days to 4 hours
- 100% audit readiness — all data digital and searchable
- Zero paper forms across three departments
"We went from chasing paper forms to having everything at our fingertips. The team can't imagine going back." — Operations Manager
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