Automating treatment-contract generation across clinics
A treatment-contract generation platform for a network of orthodontic clinics across Canada. A 9-step workflow replaced the manual contract process; a separate CRM integration tied the consumer website to HubSpot and the practice-management system.
- Geography
- Toronto, Ontario, Canada
- Stage
- 201-500 employees, network of 50+ practices
- Team
- 1 senior + 2 mid full-stack engineers, 1 product designer, 1 product owner
The situation
Canadian Orthodontic Partners (COP) is a network of orthodontic clinics across Canada. Each clinic generated treatment contracts manually: patient info, treatment plan, discount terms, insurance, and the responsible-party detail (which adult is signing for a minor patient). The process was time-consuming, error-prone, and inconsistent across clinics.
On the marketing side, COP's consumer-facing website needed CRM integration. The practice-management system did not expose an open API, so the bridge between web leads, HubSpot CRM, and the patient record had to be built rather than configured.
What we built
The engagement was an AI Product Engineering build covering both threads: the internal contract generation platform, and the external CRM integration.
The contract platform is a 9-step workflow that walks clinic staff through every field needed for a treatment contract: patient identification, plan details, discount and insurance terms, responsible party, and final review. Digital signature is built in, so signing happens end-to-end inside the system. Role-based admin gives regular admins per-clinic access and super admins cross-network visibility.
Tech stack on the contract platform: MySQL, TypeScript, Express, Knex.js, React, Google Cloud Platform. Analytics features surface usage, contract velocity, and approval patterns for data-driven clinic management.
The CRM integration ties the COP marketing site to HubSpot and bridges the gap to the practice-management system that does not expose an open API. The integration includes a payment calculator surface on the website that lets prospective patients estimate treatment cost before they commit.
Outcome
-
80% reduction in time required for contract-related procedures
-
Just under $2M in revenue attributed to the payment calculator tool
From client quote
The contract platform reduced contract-generation time by roughly 80% per the case-study source. The payment calculator on the consumer website was credited, in the Clutch record, with attribution to just under two million dollars of revenue. Paul Abrams, VP Marketing at COP, has been on record on Clutch describing the team as responsive and effective.
"Leanware is incredibly responsive. Their team is quick to reply and fantastic at tackling problems."
— Paul Abrams , VP of Marketing , Canadian Orthodontic Partners · Toronto, Ontario
Engagement line