Aged Care Practice Management Platform
A New Zealand aged care healthcare provider
The Challenge
A New Zealand healthcare provider servicing residential aged care facilities needed to replace fragmented manual processes with a centralised digital platform. Their practitioners — GPs and nurse practitioners — were conducting scheduled rounds, callouts, telehealth consults, and remote prescriptions across multiple rest home facilities, but tracking all of this relied on disconnected spreadsheets, manual email updates, and individual record-keeping.
The practice needed a single system to manage patient records with NHI numbers across all facilities, track every service log with claimable hours and after-hours flags, generate automated daily and monthly reports broken down by practitioner, facility, and service type, handle role-based access for GPs, nurse practitioners, office staff, and accounts, and support multi-region operations across different offices.
The Solution
I built a comprehensive practice management platform using Google AppSheet as the front-end application layer and Google Apps Script for backend automations, with Google Sheets as the data layer.
Patient Management: A centralised patient register with NHI numbers, facility assignments, GP allocation, and active/inactive status tracking.
Service Log Tracking: Every patient interaction is logged with structured data — service type, claimable hours, after-hours flags, and linked patient consultations, feeding directly into billing and reporting workflows.
Automated Reporting: Daily reports fire at 7 AM via Apps Script, emailing the prior day's service logs. Monthly reports aggregate service logs per practitioner per facility with claimable hours totals.
Scheduling System: Scheduled round templates auto-generate calendar appointments for practitioner facility visits.
After-Hours Email Management: An automation detects emails received outside business hours, sends contextual auto-replies with escalation instructions, with per-doctor opt-in/opt-out controls.
Role-Based Access: GPs, nurse practitioners, office staff, accounts, and administrators each see only what's relevant to their role.
The MediMap Crisis: In February 2026, a security breach took MediMap — the medication prescribing platform used by an estimated 60% of New Zealand's aged care facilities — offline nationwide. Patient records were tampered with, with some living patients marked as deceased. Rest homes across the country were forced back to handwritten medication charts.
One of the practice's doctors messaged me that evening. I quoted two hours. I built it after dinner. By that same evening, the practice had a working "Generate Chart" button on every patient record that produced a formatted PDF medication chart, pre-populated with the patient's data from the existing platform. While 60% of New Zealand's aged care facilities were scrambling with pen and paper, this practice had a digital workaround within hours — not because I built something from scratch, but because the platform and patient data were already in place. Two years of incremental development meant I could respond to a national crisis in an evening.
The Results
2+ years in continuous production — the platform has been actively developed and used daily since March 2024.
Multi-region, multi-practitioner operations managed from a single platform.
Automated daily reporting eliminates manual morning updates for administrators.
Monthly service reports generated automatically with full breakdowns by practitioner, facility, and service type.
Same-evening emergency delivery during the MediMap nationwide outage — from request to working feature in under 3 hours.
Ongoing development — the platform continues to evolve with the practice's needs, with new features and automations added incrementally.