Digital treatment contracts for a network of orthodontic clinics

Docbraces is a network of orthodontic clinics across Canada and parts of the US. Treatment coordinators needed a tool to create patient treatment contracts and walk each patient through treatment and payment options to find the one that fit. The existing process ran on a complicated Excel spreadsheet that was hard to follow, easy to get wrong, and slow to teach to new staff.

Contract creation was the bottleneck: manually inputting patient information while juggling treatment plans, discounts, insurance details, and responsible parties made the process long and error-prone, and neither patient onboarding nor the contract process was standardized across the network.

The engagement started with a discovery phase around the current tool and the vision for its replacement. Leanware handled UI/UX design in Figma, recommending features and flows that made the app simpler for treatment coordinators, and shared designs as Figma files and Loom walkthroughs for approval before any code was written.

The build itself is a full-stack contract generation platform: a systematic 9-step flow walks staff through entering patient and treatment details, with digital signature integration for electronic contract signing, analytics for data-driven decisions across clinics, and a role-based admin panel (Regular and Super Admin roles) with customizable settings for managing clinics, users, and discounts.

The application was built from scratch in sprints, with twice-weekly review calls and live feedback folded into development as it happened. After the initial build, Leanware continued with maintenance and a second version of the app driven by feedback from the clinics.

The tool gives Docbraces visibility across multiple clinics at once and saves person-hours for clinic staff. Patients who cannot come into an office can now sign treatment contracts digitally, patient information is collected more securely than before, and the 9-step flow targets up to 80% less time on contract-related procedures.

Clinic teams found the app straightforward compared to the spreadsheet it replaced, especially for new staff: the flow is easy to follow and hard to get wrong. The initial build stayed on budget and on schedule even as extra tasks were added, and Docbraces chose to continue into a second version. The Clutch review scores 5.0 across quality, schedule, cost, and willingness to refer.