TRANSFORMINGPODIATRYOPERATIONSTHROUGHINTEGRATEDCLINICMANAGEMENT
A podiatry practice running on manual processes needed to scale. We built an integrated platform that cut treatment plans from 45 minutes to seconds and enabled multi-location growth.
tiptoe is a podiatry practice specialising in PACT laser therapy for nail fungus treatment, operating across multiple clinic locations in the Netherlands. Before our collaboration, the business ran almost entirely on manual processes.
Client information lived in disconnected spreadsheets and paper files, with no centralised record of medical history, treatment progress, or communication. Treatment plans (the core revenue driver of the practice), were created manually, a process that took practitioners up to 45 minutes per plan, with delivery delays of one to two weeks before clients received their documentation. Appointment scheduling depended on a third-party booking tool, which operated in isolation from client records and treatment data. There was no way to track which marketing channels were driving new clients, no systematic approach to follow-up, and no visibility into business performance across locations.
As tiptoe prepared to scale with additional locations and practitioners, these disconnected workflows weren't just inefficient: they where a fundamental barrier to growth.
Rather than building a simple booking replacement, we spent significant time mapping the full operational reality of a multi-location podiatry practice. Our discovery process involved shadowing practitioners through complete patient journeys. Our analysis revealed:
No single source of truth: client's medical conditions, treatment history, consent status, communication log, and upcoming appointments existed in different spreadsheets, paper files and a third party booking tool: with no centralised system linking them together.
Treatment plan creation as a core bottleneck: Each plan took 30-45 minutes of manual work, with delivery delays of up to two weeks. For a practice where treatment plans are the primary revenue driver, this directly limited how many clients could be served.
Inconsistencies in clinical protocols: PACT laser therapy follows precise rules englobing specific session intervals, pricing tied to the number of affected toes and product combinations that depend on the diagnosis. Re-calculating this manually everytime introduced risk.
No visibility into business performance: Location managers had no reliable way to track revenue, treatment distribution and other key metrics.
Beyond these structural challenges, we identified a critical insight: the treatment planning workflow contained highly repeatable logic that was ideal for intelligent automation.
Together with tiptoe, we designed the platform around a principle that guided every architectural decision: automation should encode clinical expertise, not bypass it.
We architected three interconnected core systems:
Unified client management system: a centralised record for every patient combining personal information, medical conditions, treatment history, appointment records, and a full communication trail. The system includes intelligent duplicate detection using email matching, phone normalisation, and name similarity scoring, with a guided merge workflow to consolidate records without losing data.
Intelligent treatment plan engine: practitioners select affected toes and fingers on interactive anatomical illustrations. The system automatically calculates pricing based on the number of affected areas and configured rates, spaces PACT laser sessions at clinically recommended intervals, integrates medication application dates, and generates a branded PDF. The entire plan can be emailed to the client with a single click, including a secure verification link for the client to view their schedule and manage their appointments.
Multi-location operational framework: a role-based access architecture with different permission tiers that ensures every user sees exactly what they need. Each location has independent configuration for opening hours, booking rules, etc. Administrators can view consolidated data across all locations; managers operate within their own clinic's scope.
We developed tiptoe through a structured sprint sequence, with each phase building on validated output from the previous one:
Core data architecture & client management system
Treatment plan engine & interactive foot/hand mapping
Appointment calendar & scheduling logic
Public-facing client experience & booking widget
Reporting & business intelligence layer
The treatment plan module was prioritised first due to its highest complexity and greatest operational impact. Additionally, critical design decisions shaped the final product:
Crash recovery: if a browser closes unexpectedly during plan creation, all unsaved work can be restored on the next session.
Concept mode for instant quoting, with full pricing estimates without committing to specific dates.
Smart updating.
Dual calendar display: timeline mode for precise time blocks, stacked mode for compact overview, with drag-and-drop rescheduling and a pending requests queue for online bookings.
Every feature was validated against real clinical workflows with tiptoe's practitioners before moving to the next sprint.
The rollout was structured in three phases: foundation setup, clinical team onboarding, and client-facing launch. The public-facing client experience introduced capabilities that did not exist before:
Embeddable booking widget with location selection, appointment type filtering, and available time slots.
Secure treatment plan viewing with self-service rescheduling and cancellation.
Automated policies: 24-hour cancellation enforcement and staff approval workflows for all schedule changes.
Replaced disconnected tools with a single platform, eliminating data re-entry and information silos.
What took up to 45 minutes and 1-2 week delivery delays now reduced to minutes with immediate client delivery via email.
The client experience is improved through the introduction of self-service appointment booking and digital treatment plans. Most importantly, all changes make it possible for tiptoe to scale to multiple locations given the infrastructure to add new clinics without operational complexity. The platform transforms tiptoe from a practice that scales by adding manual effort to one that scales by leveraging intelligent systems.