Lab orders, field collections, eligibility checks and fulfillment running on one operations system, built around how your team actually works rather than how a generic practice tool expects it to.
Eight things lab and healthcare operations teams tell us on the first call, and what each one looks like after launch.
Orders split across LIS exports and spreadsheets
Imported on a schedule, normalized and linked in one queue
Field staff with no view of their own jobs
Each collector sees today's stops on their phone
Eligibility checked by hand
Eligibility checked automatically, right on the order
Insurance cards photographed and emailed
Cards photographed in the app and filed on the order
Duplicate patient records
New orders matched to the existing patient, not duplicated
Billing chased in a separate system
Claims built from the record the field team completed
Shipments tracked in another tab
Shipment status lands on the order by itself
Software that doesn't fit your workflow
Built around how your lab and field team actually work
Field staff, office teams, billing and clients each get their own branded login, and every order a collector completes updates the same database.
A mobile-first view of today's collections: patient, address, order and required documents, with camera capture and one-tap completion from the road.
Collectors stop calling the office for addresses and paperwork. Every stop, test and document is on the phone, and a finished visit reaches the office the moment it is done.
Orders imported from your lab system land normalized and linked, so the office team sees status, missing documents and exceptions in one queue.
The overnight import, portal orders and exceptions land in one queue, already matched to the right patient, so the day starts with assignments instead of spreadsheet cleanup.
Insurance details, eligibility status and claim steps sit on the order itself, so billing works from the same record the field team completed.
Claims start from what was actually collected, with eligibility checked and the insurance card on file, so fewer claims bounce and nobody re-keys an order.
Referring clinics and clients log in to place orders, track fulfillment and download their own documents instead of calling for updates.
Clinics place orders and follow them to the lab themselves, documents included, so your office stops answering "where is my order?"
Your team and clients never see our name or a vendor’s. The same system, dressed as your business.
Off-the-shelf healthcare software is built for the average practice. This is built for yours.
The brief, the stack, and the problem solved.
Airtable and Softr laboratory operations platform featuring automated CSV order imports, normalized patient and insurance records, billing and eligibility workflows, and a mobile field-worker dashboard.
Development of a two-sided Softr + Airtable marketplace for life sciences professionals, enabling messaging, calendar booking, payments, and customer communication
A secure Softr portal integrated with Airtable to manage client access, product testing workflows, and ingredient formulas for ReefTox.
Two-sided recruiting platform connecting physiotherapy clinics and therapists: signup, onboarding, job posting/browsing, and reliable matching.
A caregiving platform for families of elderly relatives who need constant care: caregivers matched to each family, visits scheduled in one place, and relatives able to see that care happened.
A medical product order management and fulfillment platform with automated QuickBooks synchronization and real-time shipment tracking integrations.
60+ clients since 2023. Here are three of them, word for word.
“Vaibhav saved me. I tried everything to fix my Softr/Airtable portal and he got it sorted straight away, at a very reasonable rate. He finished exactly when he said he would and was great to deal with. I plan to hire him again for future automations.”
“Vaibhav delivered outstanding work on a complex automation and dashboard project. He's solution-oriented, communicates clearly, and consistently delivers high-quality results. The integration across Softr, Airtable, Make.com and Stripe was handled professionally and efficiently. Highly recommend.”
“Vaibhav delivered on a very tight timeline and got our Softr app polished and launch-ready. He handled multiple pages and made sure the product felt consistent and mobile-first. Communication was clear, and he had a strong eye for UI/UX. Would hire again.”
The same four phases as every Portalcrafter build.
Walk us through how the work runs today. Fixed quote in 24 hours, mutual NDA on request.
Clickable wireframes, the Airtable schema and role permissions. You sign off before we build.
You watch it come together on staging, with your own data, users and rules.
Your domain and branding, a training session for your team, and support after go-live.
The same four packages as every Portalcrafter build. Each card says what it means for a business like yours, so you can see where you land before the call.
Best for solo founders, small teams
For a healthcare operation: one portal for one audience, like a field worker app.
Fixed price and date agreed before we start
Best for growing teams, agencies
For a healthcare operation: a field app and an operations queue, on your own domain.
Fixed price and date agreed before we start
Best for marketplaces, complex logic
For a healthcare operation: the full system, with imports, billing, eligibility and a client portal.
Fixed price and date agreed before we start
Best for founders validating an idea
For a healthcare operation: testing a new idea, like a referral marketplace, before you commit.
Fixed price and date agreed before we start
No. The portal sits next to it: orders come in from your lab system on a schedule, and results stay where they are. We build the operations around it: field work, documents, eligibility, billing and client updates.
Usually a scheduled CSV or API import. Each run is normalized and matched to existing patients, so no duplicates are created, and anything missing, like an insurance card, is flagged for the office.
Fixed price. Fixed date. You own everything we build: the Airtable base, the Softr frontend and every automation we configure.
Your call is with Vaibhav Garg, founder. He scopes every build and sets the fixed quote himself..png&w=1920&q=75)
