AI Tool / an AI Integration in the desktop platform Synopsisapp
Synopsisapp is a SaaS management platform for healthcare professionals, which offers integrated scheduling, patient management and smart note-taking tools.This platform emerged from a recognized gap in the greek market and is trying to replace paper records and generic scheduling and note-taking apps.
process.
identifying the problem
The problem was pinpointed through feedback from a friend therapist. They shared that creating and managing patient intake forms is time-consuming and repetitive. This revealed a clear opportunity to improve the platform and better align it with its goal of being a time-saving tool.
research
To validate and deepen my understanding, I conducted a small-scale research. I had informal interviews with a psychologist, a speech therapist, and an occupational therapist to explore their pain points. I also reviewed similar platforms through websites, free trials, and user reviews. Most lacked features to streamline repetitive tasks, confirming a gap in the current solutions.
solution
Based on the research insights, I discussed the problem with the team to explore possible directions. I proposed an AI-powered assistant, since the platform already included AI features like smart notes. After further discussions with the developers, we agreed that it would take the form of a chat interface, as it’s a familiar and intuitive format for most users.
low fidelity wireframes
high fidelity wireframes
create intake form & new patient
Using the AI tool on the platform, therapists can swiftly create new intake forms. They can choose AI-generated forms or they can upload documents for the AI to extract relevant data. The tool prompts completion of missing details and allows for review and editing before confirmation. If preferred, a manual entry option is available for those less familiar with AI.
When a therapist wants to create a new patient profile, they follow the same process. They upload the patient’s documents, and the AI Assistant fills in the intake form of their choice to complete the profile. The therapist can also add or delete fields, and they can edit the entire profile later from My Patients.
impact
To validate early design decisions, I tested a high-fidelity prototype with some of the therapists I had previously interviewed. They found the new AI-assisted flow for creating patients and intake forms easy to understand and significantly more efficient than the manual method. Their feedback confirmed that the new approach could meaningfully improve their day-to-day workflow.
My next step was to conduct structured usability testings with 10-15 therapists and psychologists. The goal was to evaluate more accurately, whether the AI-assisted features are understandable, intuitive, and time-saving in realistic scenarios. During the sessions, I observed mainly, 70% reduction in time spent on creating intake forms and adding patients without assistance. The users spent on average 1 hour to create manually an intake form, but during the usability testing they needed only 10 minutes. That is a huge improvement of the user experience, something that the users mentioned repeatedly.
what I've learned.
Even limited research with actual users provides more valuable insights than assumptions about what would be useful
The best solutions come from understanding the product’s capabilities and collaborating closely with the team to build on what already works
Offering both AI-assisted and manual options ensures the solution works for users with different preferences and comfort levels with technology