Automation & Integrations Operations Systems

Healthcare Patient Workflow & Treatment Operations System

A rebuilt ClickUp healthcare operations system that keeps patient treatments, funding, clinical actions and follow-up moving through clear, automated workflows.

Client Hodgson Group

Year 2025

Status Live

System Flow Architecture

Sources

Legacy ClickUp Patient & Treatment Workspace

Orchestration

200+ ClickUp Native Automations

Operations

ClickUp Patients & Treatments Space

Data Layer

ClickUp Custom Fields, Relationships & Treatment Records

Experiences

Role-Based Clinical Views

Patient Treatment Workflows

Funding Tracking

Fabrication & Repair Workflows

Connected operational architecture

01 Overview

A connected patient workflow for managing complex healthcare treatment operations.

Hodgson Group manages patient treatment journeys that can involve clinical assessment, funding coordination, appointments, fabrication, fitting, delivery, repairs and ongoing follow-up. These activities often progress in parallel and require coordination between clinicians, administrative staff, technicians and external healthcare stakeholders.

The company already used ClickUp, but the existing patient workflow had become increasingly manual and difficult to manage consistently. ConsultEvo designed a new dedicated healthcare operations system in ClickUp, rebuilt the hierarchy around the actual treatment lifecycle, automated repetitive operational work and migrated existing treatment records into the new environment.

The result is a structured patient treatment operations system designed to help healthcare staff immediately understand where each treatment stands, what needs to happen next and which role is responsible for moving it forward.

ClickUp healthcare patient workflow dashboard showing treatment stream, clinician, clinic location, funding status and delivery appointment — The rebuilt patient operations workspace gives clinical and administrative teams one view of treatment stream, clinician responsibility, funding status, clinic location and next appointment activity.

02 The Challenge

Complex patient treatments were being managed through a ClickUp process that had become too manual.

A healthcare treatment workflow can contain many dependencies beyond the clinical appointment itself. Funding may need approval, documentation may be incomplete, fabrication or parts may be required, another appointment may need to be scheduled, or an external healthcare provider may need to supply information before treatment can continue.

Hodgson Group already had these processes inside ClickUp, but years of operational growth had created a structure that was difficult for staff to navigate and depended heavily on manual updates.

For healthcare professionals whose primary role is patient care rather than systems administration, the workflow needed to make the next required action immediately understandable.

The challenge was therefore not simply to reorganize tasks. The entire patient treatment workflow needed to be redesigned so clinical, administrative, funding and production activities could move through one consistent operating model.

Healthcare treatment preparation view showing funding stream, prescription status, estimates, approvals and treatment costs — Patient treatment depends on more than clinical activity. Funding, prescriptions, estimates, approvals and preparation steps often progress in parallel and need to remain visible throughout the workflow.

03 The System

A rebuilt ClickUp healthcare operations architecture for the complete patient treatment lifecycle.

ConsultEvo created a dedicated Patients & Treatments ClickUp space and rebuilt the hierarchy around Hodgson Group’s actual treatment process.

Patient treatment records progress through structured stages including Intake, Preparation, Initiation, Integration, Stabilization and Mature, with dedicated workflows for treatments, repairs and specialized cases.

The system captures the operational information required to move treatment forward, including treatment stage, clinician responsibility, funding status, payer approvals, appointments, fabrication progress, parts ordering, delivery, hospital coordination and follow-up actions.

More than 200 native ClickUp automations reduce manual administration by moving work through the workflow, updating operational fields, creating required actions and surfacing incomplete steps.

A role-based visual layer uses consistent color coding and action cues so clinical, administrative and technical staff can quickly identify the work relevant to them without needing to understand the underlying ClickUp architecture.

Existing patient and treatment records were migrated from the previous system into the rebuilt environment, allowing Hodgson Group to continue operating from the new workflow without maintaining two competing processes.

ClickUp healthcare patient intake form capturing clinic, hospital coordination, patient details, physician and treatment stream — Structured patient intake captures the information required to start the treatment workflow consistently, including clinical context, facility coordination and treatment stream.

ClickUp healthcare workflow automations updating patient fields, routing treatments and triggering operational actions — More than 200 native ClickUp automations move treatments through the workflow, update operational fields and trigger the next required action as patient care progresses.

04 Results & Impact

A clearer patient treatment workflow with fewer manual handoffs and stronger operational visibility.

Hodgson Group now has a structured healthcare operations system that connects patient treatment stages with the administrative, funding, fabrication and follow-up work required to keep care progressing.

Staff can identify the current treatment stage, outstanding actions and responsible role from one operational environment instead of relying on individual knowledge of a complicated ClickUp setup.

Automation handles much of the repetitive workflow movement and follow-up logic, while role-based visual cues make the system easier for healthcare professionals to use during day-to-day patient operations.

Funding, clinical activity, fabrication, appointments, repairs and ongoing treatment actions remain connected to the same patient workflow, reducing the likelihood that important operational steps are overlooked as treatment progresses.

Healthcare patient treatment calendar showing delivery appointments, follow-ups and repair activity across the treatment workflow — Treatment and follow-up activity becomes visible in one operational calendar, helping teams coordinate delivery appointments, repairs and ongoing patient care.

05 What We Built

The working pieces behind the system.

A collection of connected dashboards, applications, integrations and operational tools built as part of the wider platform.

Healthcare Operations Live

ClickUp Healthcare Operations & Patient Workflow Redesign

A complete rebuild of Hodgson Group’s ClickUp patient treatment environment, restructuring complex healthcare workflows around clear treatment stages and migrating existing operations into the new system.

ClickUp

Hodgson Group already managed patient treatments in ClickUp, but the existing workspace had become increasingly complex and dependent on manual coordination.

ConsultEvo designed a new dedicated Patients & Treatments space around the actual healthcare treatment lifecycle. Treatment records move through structured stages including Intake, Preparation, Initiation, Integration, Stabilization and Mature, with separate workflows for repairs and specialized cases.

The architecture connects clinical activity with funding, appointments, fabrication, parts, delivery and follow-up while keeping the patient treatment record at the center of the operational process.

Existing treatment data was then migrated from the previous ClickUp environment into the rebuilt structure, allowing the organization to transition to the new workflow without maintaining parallel operating systems.

Workflow Automation Live

Healthcare Workflow Automation Layer

More than 200 native ClickUp automations coordinate treatment progression, operational updates and required actions across the patient workflow.

ClickUp

Clinical Operations UX

Role-Based Clinical Views & Action System

Color-coded ClickUp views make complex patient operations easier for clinicians, funding staff, administrators and technicians to understand and act on.

ClickUp

The operating system needed to work for healthcare professionals whose expertise is patient care rather than workflow software.

ConsultEvo therefore designed dedicated views around the responsibilities of different teams, including clinicians, administrators, technicians and funding staff.

Custom fields, filtered views and consistent color coding make operational conditions immediately visible. Staff can identify treatment status, incomplete requirements, funding progress and other actions relevant to their role without navigating the complete underlying data structure.

This creates a simplified user experience on top of a highly detailed healthcare workflow, allowing each team to focus on the information and actions relevant to them while all roles continue working from the same patient treatment record.

Technology

Built with

ClickUp

Healthcare Patient Workflow & Treatment Operations System

A connected patient workflow for managing complex healthcare treatment operations.

Complex patient treatments were being managed through a ClickUp process that had become too manual.

A rebuilt ClickUp healthcare operations architecture for the complete patient treatment lifecycle.

A clearer patient treatment workflow with fewer manual handoffs and stronger operational visibility.

The working pieces behind the system.

ClickUp Healthcare Operations & Patient Workflow Redesign

Healthcare Workflow Automation Layer

Role-Based Clinical Views & Action System

Built with

Let's build it around your actual workflow.