A Digital Quality Assurance Handbook for medical staff
Role
Senior Product Designer (freelance)
Team
3 engineers, 2 product designers, CEO
Client
Pflegecampus GmbH
Scope
Ideation
Design Library
WIreframing
Product Strategy
UI Design
User Testing
Timeline
Jan 2022 – Aug 2022
Link
Challenge
In Germany, medical companies are legally required to maintain an up-to-date Quality Assurance Handbook and keep proof that staff have read and implemented new regulations. Pflegecampus customers were managing this largely outside the platform, so the goal was to digitalize handbook creation and maintenance in-house, plus assign reading tasks to specific roles and track completion.
Outcome
We designed a Quality Assurance Handbook feature with a drag-and-drop editor that lets admins create content in four formats (text, attachment, video, organigram). Each item can be marked as must-read, assigned to staff with a deadline, and tracked centrally via the Education Planner, while medical staff can view tasks, read assigned sections, and mark them as complete.
Impact
The beta launched to ~30 selected clients first, then rolled out to the full user base (~4,000 users). Because the feature was bundled into a new Professional Plan (priced ~5–10% higher), 4.5% of existing customers upgraded within one month, driving an estimated ~3% monthly revenue increase for Pflegecampus.
The Compliance Problem We Needed to Solve
As of today, in Germany every medical company needs to create and keep an updated written version of a Quality Assurance Handbook in order to comply with the law. In order to prove to the authorities that new laws are being read and implemented in the day-to-day work, a record of all the stuff members who have read and signed a document needs to be kept. In addition, different parts of the handbook need to be read by different parts of the medical staff.
Market Analysis & first Sketches
Before moving to first sketches and ideation, I researched possible competitors on the market in order to find out how they solved the problem (quality assurance management). The research showed that there is little to no competition on the German market and that there is an opportunity for Pflegecampus to become a market leader in the industry.
Before creating the UI design in Sketch, I created rough sketches in my notebook, so the product team (designers + devs) were able to go thorough them and discard design solutions which were not technically possible.
MVP Prioritization
After the kick-off, we clarified the main problems to solve and generated a long list of possible solutions. To keep scope realistic, I grouped features into Must Have / Nice to Have / Not now (a simplified MoSCoW-style prioritization) and defined the MVP around the Must Haves first—everything else was parked for later iterations.
A Compliant, Trackable Handbook Workflow
We delivered an end-to-end workflow to create handbook content, assign required reading, and track completion for audits.
A Drag- and Drop Editor enables the user to create 4 different types of content: text, attachment, video and organigramm. Each piece of content can be marked as a must-read and assigned to a member of a medical team with a certain deadline.
Once management assigns a reading task to the medical staff it appears in the ‘Education Planer’ panel. The User can see all details such as the version, how many people were assigned to read the task, what is the time frame to complete the task and whether or not it is mandatory to read it.Once the medical staff member marks the task as ‘read’ , the progress bar is updated to reflect the progress.
The platform enabled the medical staff to read the assigned pages, mark them as read and see their progress.
Project Impact
Validated in Early Beta
Launched an early beta to ~30 selected clients, collected feedback, and refined the UI before full rollout.
Rolled Out to the Full User Base
Shipped the feature to the entire platform ~4,000 users, making handbook creation and reading compliance manageable.
Drove 3% Monthly Revenue Increase
Positioned the feature in the Professional Plan (+5–10% price); within 1 month, 4.5% of customers upgraded, contributing to a ~3% monthly revenue increase.
“We absolutely love the design: clean, well-structured, and full of personality. Refreshingly different: minimal design with an eye for detail.”
Nicole Böwing
CEO, Pflegecampus GmbH
