Patient Flow Management System

We develop custom patient flow management systems that help medical staff manage patients from pre-arrival, arrival and treatment, to post-treatment within a single platform.

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Custom Solutions For Patient Flow Management

Patient journey management software tackles the complexities of healthcare navigation. It ensures patients move efficiently through each stage of care, from scheduling appointments to receiving treatment and leaving the facility. This translates to shorter wait times, improved operational efficiency, and ultimately, a smoother experience for everyone involved.

While off-the-shelf software offers basic functionality, it often lacks the ability to address the specific needs of your healthcare facility. Custom development allows for a tailored solution, and results in a product that is user-friendly and directly impacts overall delivery of healthcare services.

Patient Flow Management System 1

Benefits of Tailor-Made Patient Flow Software

From improved use of resources to reduction in lengths of stay, tailor-made patient flow solutions contribute to a more efficient, cost-effective, and patient-centric healthcare environment.

Optimized Care

A bespoke patients flow management system is designed specifically for your healthcare facility, meaning it aligns perfectly with how you operate. It ensures that every step of patient care is optimized to meet your unique care workflow.

One Platform for All Activities

All the tasks involved in patient care, from patients´ arrival at the facility to their treatment and follow-up care, are managed within a single system. This makes it easier for the medical staff to access and update information, which results in smoother healthcare process flow, error reduction and employee burnout.

Reduction in Length of Stay

Improved patient flow through optimized scheduling and reduced wait times leads to shorter lengths of stay. This translates to increased patient throughput and better use of resources as well as allows patients to recover in the comfort of their own homes sooner.

Improved Utilization of Resources

Business gains real-time visibility into resource availability and optimizes allocation of staff, equipment, and rooms to ensure they are used efficiently. It minimizes wasted time and resources, and allows it to serve more patients effectively.

Easy Integration

A custom patient flow management system is integrated with existing healthcare IT infrastructure, such as electronic health records (EHR) systems and billing software without causing a disruption to your current workflows.

Scale up As You Need

Custom software is designed to be scalable, so you can easily add new features and functionalities as your practice grows and your needs evolve.

Reduce Staff’s Stress Level

By automating repetitive tasks and providing easy access to information, this system reduces the burden on your staff. With less stress and more support, they can focus on what they do best—providing excellent care to your patients.

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Improve Patient Satisfaction Scores With Our Patient Flow Software

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Core Features of Patient Flow Software

Having a deep healthcare expertise, Empeek´s custom patient flow software solutions goes beyond conventional systems. We are able to identify the most frequently developed features that healthcare businesses benefit from.

Cross-department Review

This feature streamlines the communication and coordination between departments, especially when the business has a few directions.

Hospital-wide Assessments

Such functionality enables informed decision-making and resource allocation.

Staff Allocation

Our team can develop an algorithm that assigns tasks to staff members based on their skills and availability.

Task Analysis

This feature breaks down complex tasks into smaller, more manageable steps. This can improve staff efficiency, reduce errors, and ensure standardized care.

Capacity Analysis

This feature helps to analyze a practice’s capacity to handle patient volume. It also allows for proactive adjustments to avoid overcrowding or long wait times.

Automated Patient Statements

To reduce errors in financial transactions, it automates all the steps of billing and payment processes.

Patient Portal​

This feature provides patients with a secure online platform to access medical records, lab results, appointment information, and ability to communicate with healthcare providers.

Virtual Queue Management

This feature allows patients to join a virtual queue from their mobile devices. It eliminates the need for physical lines, provides estimated wait times, and improves the patient experience.

Mobile Tickets

It allows patients to receive and manage appointment information through their mobile devices. It could include appointment confirmations, virtual queue positions, and directions within the hospital.

Unitive UX

We create a design that is consistent and user-friendly across all platforms. The goal is to enable a smooth and intuitive experience for all users, regardless of the device they use.

How We Develop Patient Tracking System

Exploring the development of a patient tracking system reveals our dedication to improving healthcare and patient satisfaction. Through careful planning, design, and teamwork, we aim to create a solution that makes a difference.

Define Requirements

The first step for our development team is to really understand your needs. We do this by talking directly with the people who will be using the system, like doctors, nurses, and hospital administrators. We’ll ask questions to figure out exactly what your hospital needs from a patient flow management system. This might include things like tracking patient information, scheduling appointments easily, and generating reports to see how things are running.

Design the System Architecture

Once we have a clear idea of what you need, our team gets to work on building the system’s blueprint. This blueprint includes things like how the data will be stored, how the system will look for the users, and how it will talk to other programs you might already use in the hospital. All along the way, we keep in mind three things: making sure the system can grow as your needs do, keeping everything safe and secure, and designing it so it’s easy for everyone to use.

Develop the Core Functionality

With the blueprint in hand, our developers get to work on bringing the system to life. They’ll build the main features you need to keep track of your patients, like registering new patients, managing appointments, seeing where everyone is at in the process, and running reports to see how things are going.

Integrate and Test

Once the core system is built, we’ll connect it to the other programs you already use in the hospital, like the system for patient medical records (EHR) and billing. Then, we put everything through its paces with thorough testing to make sure all the pieces work together smoothly and do exactly what we set out to achieve.

Deploy and Train Users

Following system development and testing, we facilitate the deployment of the patient tracking system. Additionally, we provide ongoing support services to address any operational inquiries or optimize system usage for enhanced efficiency.

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Who Benefit From Patient Flow Software


It empowers patients by giving them access to real-time updates on their care journey that reduces anxiety of uncertainty, enables transitions between care settings and ensures continuity of care.

Physicians and Clinical Staff

Patient flow software improves efficiency and resource allocation for clinicians. It facilitates communication, collaboration, and data-driven decision-making through real-time data and analytics.

Nursing Staff

It simplifies patient management tasks, reducing nursing workload. Also, it provides enhanced patient monitoring tools for timely interventions and access to centralized patient flow information.

Hospital Admins

It offers access to real-time performance analytics for better decision-making and process improvement. Additionally, it reduces admin burden by automating scheduling and discharge processes.

Emergency Department Staff

Patient flow software acts as a patient tracking system for emergency departments and ensures that patients are prioritized based on acuity levels and that their progress is closely monitored.

Insurance Companies

It provides a comprehensive view of healthcare utilization patterns, so they can develop better risk assessment models. It also streamlines claims processing by integrating with EHR or other systems.

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  • Centralized client profiles with demographic, clinical, and care planning data.
  • Mobile tracking of client locations to coordinate visits.
  • Shared notes, tasks, and notifications for care team members.
  • Dashboards and reporting on client cases and team activities.


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Upvio x Elation Integration

This project aims to integrate two healthcare systems, Upvio (Practice Management) and Elation (Electronic Health Record), to synchronize appointments, payment management, and enable communication between users.

Coming soon
Patient Flow Management System 2

Why Choose Empeek for Custom Patient Flow Management Solutions

Healthcare Expertise

With over a decade of experience, Empeek brings deep domain knowledge and understanding of the unique challenges within the healthcare sector.

ISO 9001:2015 and ISO/IEC 27001:2022 Certifie

We deliver high-quality solutions while adhering to the highest standards of information security with reliability and safety of our products.

Dedicated Team

Our team works closely with clients to understand their unique needs and challenges, while delivering customized solutions.

Flexible Engagement Models

Our flexible engagement models adapt to your project requirements and deliver optimal results while maintaining transparency and accountability throughout the process.

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What Clients Say

I am most impressed with the high quality of design and development, which is really important to us.  They have designed the product to be extensible, with a solid base and architectural backend to allow for product implementation and design scaling. Also, the product hasn’t been buggy at all, so we can support it without difficulty.

As an ongoing partner, they continue to dedicate a communicative, highly skilled team that meets deadlines and stays on budget.

Nathaniel Weiss, CEO at VelloHealth

We were building an MVP that will eventually serve as a full personal health record (PHR) solutions platform. The quality of their work was excellent. They’re a very smart, informed company that understands how to create a functionally-sound platform. They provide accurate cost estimates and timelines, which is very helpful as well. I enjoyed working with them. 

Jessica Blanding, Owner at Text and Online Counseling

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The Cost of Custom Patient Flow Software Development

Investing in custom patient flow technologies represents a strategic decision for healthcare organizations. This means that getting software for patient management requires careful thought about factors like how much it will cost, how long it will take to develop, and what benefits it will bring in the long run.

Deployment and Hosting

There are ongoing costs to consider after the software is up and running, like fees for storing the data (cloud fees) and maintenance. The strength and security of this storage also impacts the price. While a basic setup might be cheaper upfront, but a more robust system with stronger security features might be a better long-term investment.

Development Team

The brains behind the software can make a big difference in price. Sure, a team of coding whizzes or a larger crew might cost more, but they’re like having healthcare IT superheroes on your side. They can make sure the software follows all the rules and plays nicely with your other computer systems, saving you headaches down the road.


Getting the new patient flow software to work with all your other computer systems, like electronic records or billing, can add time and money to the project. The more systems you have to connect, the more complex it gets, and the longer it takes.

Tech Stack

The toolbox the developers use matters. Some high-powered tech might have a steeper price tag or require a specialist to operate. They also have to think about how the system can handle future growth (think adding more users or features – that’s scalability), keeping it safe from cyberattacks (security), and ensuring it meets all the healthcare regulations (compliance). These choices all influence the initial investment and ongoing costs.

Features and Customization

The more features you need, like appointment scheduling, patients tracking, and custom reports, the more the system will cost. This is because more complex features take more time and effort to develop. On top of that, if you want the system to fit exactly how your healthcare facility works, that can also add to the cost. Customizing things usually requires more work from the developers.

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Cooperation Models

Time and Materials Model

This is the perfect model for projects with evolving requirements or uncertain scopes. Clients are billed based on the hours worked by our team and any materials or resources used. It offers flexibility, allowing for adjustments and changes as needed throughout the development process.

Dedicated Account Management

Under this model, clients are assigned a dedicated account manager who serves as their main point of contact throughout the project. The account manager manages expectations, and ensures the project progresses according to plan. This approach fosters strong client-provider relationships and enables effective project management.

Project-Based Pricing

It is suitable for projects with well-defined requirements and clear scopes of work. The project scope, timeline, and cost are established from the beginning, and clients pay a fixed price for the entire project. The pricing is based on agreed-upon requirements, deliverables, and milestones.

Custom Healthcare Solutions We Develop

Our Tech Stack

Cloud hosting
google cloud11
Microsoft SQL Server
Build Server
azure devops


What is patient flow?

Patient flow refers to the journey patients undertake within a healthcare facility. It encompasses medical care, resources, and internal systems.

What is a patient management system?

A Patient Management System (PMS) is a software solution tailored to optimize and consolidate the handling of patient-related information and tasks within the healthcare setting. It equips healthcare staff and administrators with efficient tools to oversee patient records, appointments, and all facets of care provision.

What is throughput in healthcare?

Patient throughput is the progression of patients from arrival to discharge within a healthcare facility. It encompasses the care, resources, and decision-making processes necessary for guiding patients through their healthcare journey.

How to improve patient flow management?

Here are a few tips on how to improve patient flow management in your healthcare facility:

  • Share hospital capacity data with other hospitals.
  • Coordinate arrivals and discharges of patients.
  • Ensure timely morning discharges for efficient turnover.
  • Coordinate reporting across departments.
  • Foster a culture of accountability among staff.
  • Secure executive support for patient flow improvements.
  • Experiment with different staffing models for efficiency.
  • Utilize technology for better patient care and safety.
  • Implement automated bed management software for streamlined operations.
  • Invest in mobile technology to enhance workflow.
  • Align maintenance and operations with patient experience.
  • Harness advanced data analytics for informed decision-making.
  • Enhance patient flow with notifications for seamless care coordination.

What features are essential for unique patient workflow software?

Some essential features of unique patient workflow software are the following, among others:

  • Patient registration and workflow 
  • Appointment scheduling 
  • EHR integration 
  • Decision support system 
  • Reporting and analytics 
  • Communication tools 
  • Mobile accessibility 
  • Security and compliance 
  • User training and support

How will this software integrate with our current infrastructure?

There are several steps involved to ensure patient workflow software’s compatibility with your current infrastructure: 

  • Compatibility check 
  • Customization and configuration 
  • Secure data migration 
  • API integration 
  • Testing and quality assurance 
  • Monitoring and maintenance

What is the ongoing maintenance and support plan for the software?

The ongoing maintenance and support plan for patient workflow software includes the following steps:

  • Technical support 
  • Security updates 
  • User training 
  • Performance monitoring 
  • Backup recovery 
  • Compliance and regulatory updates

What security measures will be in place to protect patient data?

Here are some security measures you can implement to protect patient data, among others:

  • Encryption 
  • Authentication 
  • Access control 
  • Security audits 
  • Firewalls and intrusion detection systems (IDS)
  • Compliance with regulations

How can custom patient flow software improve patient satisfaction?

Tailored patient flow software enhances patient satisfaction through process optimization, improved communication, personalized healthcare experiences, and enabling patients to navigate their health journey on their own.

Can this software help us reduce operational costs?

Yes. By streamlining patient scheduling, optimizing resource allocation, and automating administrative tasks, it enhances operational efficiency while minimizing manual labor and associated costs. Integration with billing systems and data-driven decision-making contributes to streamlined revenue cycle management and strategic cost reduction initiatives.

How will we measure the success of the patient flow software implementation?

The success of the patient flow software implementation can be measured through various KPIs, such as:

  • Reduction in wait times
  • Patient satisfaction scores 
  • Staff productivity 
  • Revenue generation 
  • Resource utilization 
  • Compliance and regulatory metrics

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