Rehoboth: Running Seven Clinics on One Operations System
Rehoboth needed one operational record across six Grand Cayman clinics, home visits and a Texas clinic. Aerosoft built the system for scheduling, patient records, insurance billing and workforce management, with access controls and audit logs around patient data.
Aerosoft built the operations system for Rehoboth, a physiotherapy and wellness group in Grand Cayman and Texas. It keeps scheduling, clinical records, insurance billing and workforce activity in one system across seven sites in two countries.
- Seven locations and thirteen practitioners on one schedule
- Per-discipline rules, booking blocks and a waitlist
- Clinical records by patient and episode of care
- Preapprovals, claims, rosters, kiosk clock-ins and audit logs
one system
across the group
insurance, billing, workforce
between locations
A clinical group outgrew clinic-by-clinic coordination.
Rehoboth runs six clinics across Grand Cayman, offers home visits, and operates a multi-speciality clinic in Garland, Texas. Its work spans thirteen practitioners and seven locations, with different disciplines, booking blocks and patient needs.
The hard part was not a single feature. It was keeping one schedule, one patient record and one set of claims coherent across sites in two countries. Staff needed to place a patient with the right practitioner at the right site without phoning between clinics, while patient data stayed behind role-based access, a sign-in log and a full audit log.
One record across seven sites.
The system had to cover scheduling, care records, insurance billing and workforce activity at the same time. Each area changes during the day. A booking affects a practitioner. A treatment note belongs to a patient and an episode of care. A claim depends on approvals, codes, invoices and payments.
Right practitioner, right site
Seven locations and thirteen practitioners needed per-discipline rules, booking blocks and a waitlist. The system keeps one schedule so staff can place a patient without calls between clinics.
Care episodes stay linked
Intake forms, treatment notes and progression forms all had to sit against the correct patient and episode of care. The system keeps those clinical records in the same operational record.
Billing stays consistent
Preapprovals, claim submission and claim payments needed to work with billing and diagnosis code sets, invoices and patient payments. The system supports direct billing to CINICO and the major insurers.
The system Rehoboth runs each day.
Aerosoft built one operations system for Rehoboth’s daily clinic work. It covers scheduling, clinical records, insurance and billing, and workforce activity in the same place.
Scheduling handles seven locations, thirteen practitioners, discipline rules, booking blocks and a waitlist. Patient records hold intake forms, treatment notes and progression forms by episode of care. The back office handles preapprovals, claims, invoices, patient payments, rosters, shifts, kiosk clock-ins, leave and sick notes.
Scheduling without clinic calls
Staff can place a patient with the right practitioner at the right site using one shared schedule, booking rules and a waitlist.
Forms tied to episodes
Intake forms, treatment notes and progression forms are stored against each patient and episode of care.
Logs around patient data
Role-based access controls the system. A sign-in log and full audit log record activity around patient data.
The software, not a slide deck.
A look at the system Rehoboth’s team uses every day.
In production, the platform runs day to day care for a clinic working across more than one location. One schedule covers every clinic and practitioner, with rescheduling and new bookings handled in a tap, while the front desk takes calls and in person visits through a single guided flow. Insurance claims and the split between insurer and patient are built into billing from the start.
One place for the work.
Rehoboth now runs scheduling, patient records, insurance billing and workforce activity inside one operations system for seven sites in two countries. The key change is coherence: one schedule, one patient record and one set of claims behind role-based access and logs.
Fewer hand-offs by phone
Staff can place patients with the right practitioner at the right site without phoning between clinics.
Claims and shifts together
Preapprovals, claim submission, claim payments, rosters, shifts, leave and sick notes sit in the same operational system.
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All application code, every line, transferred on payment completion.
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Database schemas, migrations, seed data and ERD documentation.
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