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Clinic Management System

Project overview

ClinicCore is a comprehensive, multi-tenant clinic management platform developed to streamline all administrative and operational functions for medical practices of any size and specialty. Built using Laravel and Vue.js with Filament 3.3 for the admin panel, the system enables efficient management of patients, appointments, doctors, billing, medical records, and complete website presence. The platform was designed with multi-tenancy and white-label capabilities in mind, allowing each clinic to operate independently with their own domain, branding, and database. ClinicCore offers an intuitive interface for clinic administrators, healthcare providers, and patients through a dedicated patient portal. The application ensures real-time access to critical information while improving workflow efficiency and reducing administrative overhead. Whether you run a dental practice, therapy center, general medical clinic, or multi-specialty facility, ClinicCore provides a complete digital ecosystem - from patient-facing website to backend practice management - all in one unified platform.

The challenge of project

  • The main challenge was to build a multi-tenant SaaS platform that could serve diverse healthcare specialties (dental, therapy, general practice, etc.) while maintaining:Complete data isolation between clinics (separate databases per tenant)
  • Customizable branding and terminology per clinic
  • Fully integrated patient-facing website with each clinic’s management system
  • Flexible appointment scheduling supporting multiple providers and service types
  • Dynamic forms and questionnaires that adapt to different patient types (adults, minors)
  • Comprehensive patient journey tracking from enrollment through treatment and closure
  • The solution needed to be powerful enough for multi-provider practices yet simple enough for solo practitioners - all while ensuring HIPAA-compliant security and scalability.

Technical Solution

  • Using Laravel 12 as the backend framework and Vue 3 for a responsive, dynamic frontend, a multi-tenant architecture was implemented using Stancl/Tenancy with database-per-tenant isolation. The Filament 3.3 admin panel provides an elegant, customizable interface for practice management. Architecture Highlights:Multi-tenancy: Domain-based routing with separate databases per clinic
  • White-label ready: Customizable UI settings, translations, and branding per tenant
  • Patient portal: Vue.js-powered self-service portal for appointment booking, medical records, and communication
  • Dynamic content: TenantUiSettings model enables fully customizable website content without code changes
  • Cloud storage: AWS S3 integration for scalable media and document management
  • Role-based access: Spatie Permissions with custom roles (Super Admin, Owner, Doctor, Assistant)
Key Features Delivered:

Practice Management

  • Patient Management: Complete patient profiles with medical history, demographics, guardian information (for minors), and custom questionnaires
  • Appointment System: Advanced scheduling with slot management, multiple appointment types (assessment, consultation, financial support), online/offline modes, and automatic conflict prevention
  • Doctor/Provider Management: Clinical profiles linked to user accounts with specializations, qualifications, bios, and profile images
  • Multi-Specialty Support: Configured for general practice, dental, therapy, and any medical specialty

Patient Journey Tracking

  • Enrollment System: Self-service patient registration with dynamic forms and conditional questions
  • Patient Statuses: Comprehensive workflow tracking (Ongoing, Report Writing, Preparing Closure, Closed) with closure reasons
  • Diagnosis & Treatment: Plan management, clinical notes, and treatment tracking linked to appointments
  • Report Management: Report writing workflow with status tracking, timestamp logging, and automated reminder emails

Integrated Website & Portal

  • Complete Website: Professionally designed public-facing site with services, team, about, blog, events, contact, and policy pages
  • Patient Portal: Secure login for patients to book appointments, view records, access test results, and communicate with providers
  • Content Management: Dynamic UI settings system allows clinic staff to update website content via admin panel without technical knowledge
  • Blog & Events: Built-in content publishing for health education and clinic announcements

Advanced Scheduling

  • Slot Management: Create, edit, and manage provider availability with bulk slot generation
  • Booking System: Patients book appointments through website or portal with real-time availability
  • Slot Preservation: Historical record of original booking times even after rescheduling
  • Conflict Prevention: Automatic detection and prevention of overlapping appointments
  • Appointment Tracking: Status management (Approved/Cancelled), attendance tracking (Pending/Completed/Failed), missed appointment notifications

Financial Management

  • Payment Details: Track appointment payments with refund support
  • Fee Structure: Configurable pricing policies per clinic
  • Financial Support: Assessment tracking for patients requiring financial assistance
  • Billing Integration: Payment detail storage and management per appointment

Communication & Notifications

  • Email Notifications: Automated emails for appointment confirmations, updates, cancellations, and reminders
  • Report Reminders: Scheduled email reminders for report writing deadlines
  • Form Submissions: Contact form management with email confirmations
  • Exception Alerts: System error notifications to administrators

Customization & Branding

  • Multi-Language Support: Translation files per tenant with locale-specific UI settings
  • Custom Terminology: Configurable labels and placeholders (e.g., “Client” vs “Patient”, “Therapist” vs “Doctor”)
  • Theme System: Per-tenant color schemes and styling (demo, cic, main themes)
  • Dynamic Forms: Question bank with conditional logic, multiple input types, and patient-type filtering

Administrative Tools

  • Dashboard Analytics: Statistics overview, age/gender distribution charts, monthly trends, appointment status breakdowns, top performers
  • User Management: Admin accounts with role-based permissions and force password renewal
  • Settings Management: System-level and tenant-specific configuration
  • Event Management: Published events with images, dates, and descriptions for website display
  • Policy Pages: Customizable care policy, enrollment policy, and fee structure pages

Security & Compliance

  • Multi-tenant isolation: Complete data separation with database-per-tenant architecture
  • Role-based access control: Granular permissions using Spatie/Permission package
  • Secure authentication: Laravel Sanctum for API authentication
  • HIPAA-ready: Data encryption, audit trails, and secure storage practices
  • AWS S3 integration: Secure, scalable cloud storage for sensitive documents and images

Final results

The final ClinicCore solution delivers a secure, scalable, and fully-branded platform tailored to modern healthcare practices. With its integrated website and practice management system, clinics now have everything they need in one place:

  • Complete digital presence - Professional website with patient portal
  • Streamlined operations - Appointment scheduling, patient records, and billing unified
  • White-label flexibility - Each clinic maintains their own brand identity
  • Multi-specialty support - Serves dental, therapy, general practice, and specialized clinics
  • Patient empowerment - Self-service portal reduces administrative burden
  • Data-driven insights - Dashboard analytics for informed decision-making
  • Scalable architecture - Grows from solo practitioner to multi-provider practice The system empowers healthcare providers with better patient engagement, operational efficiency, and complete control over their digital ecosystem supporting both exceptional patient care and business growth. ClinicCore isnt just practice management software its a complete digital transformation platform for modern healthcare providers.

Technology Stack

  • Backend: Laravel 12
  • Frontend: Vue 3, Bootstrap 5, Tailwind CSS 4
  • Admin Panel: Filament 3.3
  • Multi-tenancy: Stancl/Tenancy (database per tenant)
  • Authentication: Laravel Sanctum
  • Permissions: Spatie/Permission
  • Cloud Storage: AWS S3
  • Database: MySQL (tenant-specific databases)
  • Deployment: Scalable cloud infrastructure ready

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