Leobit
HealthTech Externship Coordination Platform
Custom web development from the discovery phase to its beta release
ABOUT
the project
Client:
Location:
USA
|New York
Company Size:
Industry:
Solution:
Services:
Technologies:
Our customer’s platform is a web platform designed to streamline experiential learning opportunities for healthcare professionals by connecting students, educational institutions, and healthcare employers in one unified ecosystem.
Designed for scalability, the platform enables institutions to manage externship programs efficiently. This enhances student outcomes while facilitating seamless collaboration between schools, clinics, and employers.
Leading the development of the project from the discovery phase to its Beta release has been a rewarding challenge. From the start, we worked closely with the company to define a clear product vision, navigate complex compliance requirements, and develop a scalable solution tailored to the needs of students, institutions, and healthcare providers.
Customer
Our customer provides online clinical training and certification programs that equip aspiring healthcare professionals with practical skills for patient care roles like phlebotomy, medical assisting, and dental assistance. Recognizing the broader challenges of externship coordination across the healthcare education sector, the customer initiated the development of their educational platform in collaboration with Leobit.
Business Challenge
Externship coordination in healthcare education is often fragmented, relying on manual processes that limit visibility and create communication gaps between schools and clinics. Students struggle to secure relevant placements, institutions face difficulties tracking externships, and healthcare providers encounter inefficiencies in onboarding.
These challenges slow workforce development and hinder the transition into patient care roles. Compliance regulations add another layer of complexity, making the process even more cumbersome.
Our customer wanted to address these issues by providing a tech-driven solution that streamlines student-clinic matching, enhances data-driven decision-making, and automates onboarding workflows. However, they lacked a technology partner to bring their vision to life. That’s where Leobit stepped in.
Why Leobit
The customer chose Leobit because of our experience developing solutions for the EdTech and HealthTech industries. Leobit’s experience in custom web development, cloud-based infrastructure, and AI-powered automation was a big plus. It ensured our customer that we have enough experience to develop a robust, efficient, and seamlessly integrated solution.
Project
in detail
Our work on the project began with a discovery phase, during which we defined the market niche and strategic direction, developed a blueprint of the solutions architecture, and outlined the basics of the app’s design. Based on that, we created a high-level project plan with timelines, cost estimates, an understanding of team composition, and potential risks. Once approved, we proceeded with development.
Discovery Phase
Leobit conducted a series of 10 workshops and background activities to establish a clear vision and implementation roadmap. We began by analyzing the customer’s initial requirements and expectations and developed user scenarios that defined the platform’s basic functionalities.
Subsequently, Leobit’s solutions architect led a workshop to design the platform’s architecture and select the appropriate technology stack, ensuring alignment with the project’s goals and requirements. This structured approach during the discovery phase enabled the team to create a comprehensive roadmap, providing the customer with clarity on upcoming tasks and challenges, minimizing their involvement, and helping to avoid unexpected time and budget overruns.
Custom matching algorithm development
The platform's critical functionality is matching students with the right externship opportunities. We developed an advanced filtering and matching system to improve placement accuracy and ensure students are recommended for opportunities that align with their skills and schedules.
The platform maintains a structured database of students and externship listings while a custom algorithm searches for the best matches. The matching process is based on multiple weighted criteria, including location, discipline of study, scheduling preferences, etc. Each student-opportunity combination is assigned a matching score between 0 and 100. The final match score helps administrators quickly identify the best placements, which helps institutions and students efficiently find relevant externship opportunities.
Automated compliance management
Ensuring compliance in externships can be complex for both institutions and students. To address this challenge, Leobit developed a custom compliance automation system that streamlines document collection, validation, and approval. Institutions define which documents are required for externships, selecting from common options or specifying custom requirements.
When students apply, the system automatically prompts them to upload all necessary documentation, ensuring that submissions meet institutional standards. Once uploaded, the institution reviews these documents in a structured process, and only students with fully verified documentation can proceed with externship placements.
The platform also requires organizations to undergo a verification process before actively participating in externship coordination. While organizations are free to sign up and explore the platform, they cannot interact with students or other institutions until they complete a formal review by the platform administrators. This added layer of verification ensures that only vetted institutions can facilitate externships.
Clinical partnership management
Leobit developed a robust database for securing and managing clinical partnerships to enhance externship placement opportunities. The system aggregates healthcare organization data from multiple external sources and compiles it into an internal “Clinics Database.”
Within the platform, users can access this database through an interactive map, apply filters based on location, specialty, and other criteria, and engage with organizations by inviting them to join the system. The platform integrates external clinic data APIs to maintain an up-to-date directory of healthcare providers. We performed Apollo integration to source data and export it in CSV format. The system then processes these files through an Import API, transferring the structured data into our platform’s internal database.
We also use Google Geocoding API and Google Places API to find out information about the clinic (such as exact coordinates, address, etc.) based on data we receive from Apollo. Additionally, we implemented Google Maps API for geolocation-based searches, allowing institutions and students to discover nearby clinical sites in real time. This seamless integration improves placement coordination and provides a more efficient way to match students with relevant externship opportunities.
Technology Solutions
- Azure Blob Storage integration to store and manage documents, including student records, compliance documents, and contracts
- ASP.NET Core Identity with extensive customizations to enhance security and access control
- A custom scoring algorithm development that evaluates multiple weighted criteria, such as location, discipline of study, and scheduling preferences, to find the most relevant opportunities
- Apollo API integration to aggregate data from external sources and import verified healthcare organization details into the system
- Google Maps API integration to allow institutions to discover and engage with potential clinical partners in real-time
Value Delivered
- A scalable, cloud-based solution with role-based access control, ensuring security, efficiency, and seamless collaboration across stakeholders
- Integrated intelligent filtering and matching algorithms that improve placement accuracy and reduce manual effort
- A multi-dimensional permission system that considers user type, role, assigned permissions, organization subscription type, and status to ensure secure access to all platform functionalities
