Overview & Challenge

Healthcare teams face a daily struggle with disjointed tools when evaluating patient health, from risk assessments to care line placements. Professionals end up spending nearly 50% of their time manually recording data, leading to high levels of stress and burnout. Key issues included:

Only the healthcare professional can administer a questionnaire, and afterward must manually enter responses and results into the patient’s record;
In some cases, there is no interface for recording individual responses, only the final result. This leads the team to lose valuable information needed for delivering higher-quality care, or they spend even more time searching for individual responses in the tools they use;
Data entry occurs during telehealth sessions, which are already time-constrained;
Patients lack autonomy to complete questionnaires on their own, in advance.

Multiple clients raised an urgent need for a fully integrated health questionnaire feature. Without this functionality, they risked compromised workflow and lost time.

ROLE

Senior Product Designer
• User Interviewing
• Benchmarking research
• Synced on specs with Engineers & PM
• UX/UI Design
• User Testing
• Design QA

TEAM

Product Manager
‍UX Researcher
5 Software Engineers
1 QA Engineer

DURATION

4 months

OUR APPROACH

Our team conducted in-depth research, collaborating with healthcare providers, Customer Success, and Implementation teams. Through this, we identified the most used questionnaires, current workflows, and essential functionalities. Our goal was to build a flexible, proprietary questionnaire tool, for both healthcare teams and patients.

As we began developing the first prototypes, we quickly faced several challenges that required the team to circle back and discuss:

Editing published questionnaires: would we allow edits after publishing? Could it be done without risking inconsistent results for patients?
Auto-save functionality: implementing auto-save was complex, as it didn’t yet exist in any part of the product. Could we build it without compromising the timeline?
User identification: to support auditability, we needed to track who completed each questionnaire — patient or professional;
Custom links for patients: to create a seamless experience, we aimed to avoid requesting information we already had or forcing patients to create an account just to complete a questionnaire. Less friction, better results.
Data security: it was paramount to ensure only the intended patient could complete the questionnaire, requiring safeguards against unauthorized access if links were inadvertedly shared.

Interface details showcased for a closer look at design elements: the questionnaire sent to the patient with filling status, a multiple-choice question view for patients, and UI component states for adding or subtracting points.

Some of the visuals

Patient-facing mobile interfaces, designed with a mobile-first approach for seamless interaction

Customizable questionnaire features: tailored outcome messages, action-based point ranges, and conditional question paths based on patient responses

Impact and Outcomes

The launch transformed the workflow for care team professionals, allowing them to manage patient information and view questionnaire results within a single tool.

This consolidation saved valuable hours each day and simplified the process, giving teams more time to focus on patient care rather than administrative tasks.

Within months, 80% of our clients had adopted the new questionnaire tool. It boosted patient autonomy, reduced stress for healthcare providers, and opened new business opportunities. The feature quickly became a cornerstone of our product and a pivotal success factor for clients.

80% client adoption within months of launch, becoming a core feature in our product.
Integrated with Scheduled Messages:
‍Patients receive a WhatsApp link to complete questionnaires before their appointment.
Up to 5 minutes saved per digital appointment when patients complete questionnaires in advance.
Enhanced patient autonomy and reduced administrative load for healthcare teams, improving overall care quality.

Reflection & Learnings

Designing the Health Questionnaires feature presented unique challenges, particularly in creating a simple and intuitive questionnaire builder capable of handling complex Nilo and healthcare needs. Ensuring ease of use for diverse users required attention to detail, while user testing and feedback playing a critical role in refining the design.

To meet company tight deadlines, the team adapted the MVP and following releases. This iterative approach highlighted the importance of flexibility, prioritization, and communication in product development.

A key takeaway from this experience was recognizing that successful design for the healthcare industry goes beyond emulating popular products. While benchmarking is helpful, it’s essential to craft solutions tailored to the unique workflows, compliance requirements, and user expectations within this field.

Testing early versions of the Health Questionnaire builder with our incredible multidisciplinary care team of doctors, nurses, gerontologists, and nutritionists