A Concierge Pediatric Practice on One Platform, Booking to Invoice
One booked visit had to carry through a schedule, a video room, a clinical note, a record update and an invoice without anybody re-keying it.
4 Surfaces
Clinician portal, parent app, guided signup site and public resource library.5 Visit Types
Clinic, home visit, telehealth, phone and demo.8 Record Types
Allergies, conditions, immunizations, lab results, medications, procedures, vitals and logged symptoms.
About Ollie Pediatrics
- Geography
- South Miami, Florida
- Industry
- Healthcare
- Timeline
- May 2025 – June 2026
- Services
- HealthTech Software Development
Ollie Pediatrics is a concierge pediatric practice in South Miami, Florida. Membership-based and deliberately limited in family count, it gives its families longer visits, same-day access, house calls, telehealth, mental wellness support and round-the-clock parent access.
That model only works if parents, clinicians and practice managers look at one connected system rather than six. SoluteLabs designed and built the platform that runs it: scheduling, child health records, membership billing, secure messaging, clinical documentation and care coordination in one place.
Solution
We built one operating layer instead of an integration between six products, on one model of families, children, roles, payments and visits, so a change in one is not a synchronisation problem in the others.
Clinical documentation is the sharpest piece: every AI-drafted note is edited and saved by the clinician before it enters the record. Vertex AI was chosen over the consumer developer API for one documented reason: Vertex is in scope under Google Cloud's HIPAA business associate agreement and the developer API is not.
Practice Portal and Configurable Access
Scheduling Across Five Visit Types
One Health Record Per Child
Telehealth and Secure Messaging
AI-Drafted Consultation Notes
Membership Billing and Payments
Deliverables
Practice Portal and Configurable Access
- Scheduling, records, symptoms, family, billing, resources, messaging and staff behind one login.
- Roles, parent access tiers and granular permissions are changed by practice managers themselves.
Scheduling Across Five Visit Types
- Clinic, home visit, telehealth, phone and demo, with availability and conflict detection behind the slot list.
- A booking carries its reason forward, so the video room, reminder, note and invoice descend from one record.
One Health Record Per Child
- Allergies, conditions, immunizations, lab results, medications, procedures, vitals and logged symptoms, per child, in one record.
- The same record opens in the portal and in the parent app.
Telehealth and Secure Messaging
- Video visits run inside the platform on Agora, and the same thread carries secure messages between visits.
- Documents and record changes surface in the thread as record cards, not loose attachments.
AI-Drafted Consultation Notes
- Agora transcribes the visit, Gemini on Vertex AI drafts the note, and the draft streams to the clinician's screen.
- The clinician edits and saves it before it enters the record. Nothing generated reaches the record unreviewed.
Guided Signup, Membership and Billing
- Membership choice, parent and child details and payment happen in one guided signup.
- Stripe runs the plans, invoices, refunds, discounts and subscription lifecycle behind it.
Built for a Live Healthcare Environment
The platform handles sensitive healthcare workflows, so infrastructure and security were part of the product design from the beginning, not a hardening pass at the end.
Access and Authentication
- Role-based access control across the whole platform.
- Staff two-factor authentication through Twilio.
- Biometric device authentication in the parent app.
Roles and Permissions
- Built-in roles, plus custom roles the practice creates and edits itself.
- Parent access tiers, so a secondary caregiver is not a primary one.
- Granular permissions across portal and parent-facing workflows.
Data Protection
- Private, access-controlled storage for health documents.
- Sensitive-data redaction in production logs.
- Audit logging across the platform.
Clinical AI Controls
- Note drafting is grounded in the visit transcript, never generated free-hand.
- A clinician reviews, edits and signs off before a note enters the medical record.
Reliability
- Retry-backed notification handling.
- Outbox and dead-letter handling.
- Failed-notification cron jobs, so reminders are not silently dropped.
Cloud Infrastructure
- Google Kubernetes Engine, Cloud SQL, Cloud Storage and Secret Manager on Google Cloud Platform.
- Isolated staging and production environments.
Observability
- Centralized, privacy-aware logging and monitoring through Cloud Logging and Cloud Monitoring.
Deployment
- Kubernetes-based production infrastructure with production TLS certificates and ingress configuration.
- Cloud SQL connectivity and sprint-based releases into a live environment.
Outcomes
SoluteLabs built the platform between May 2025 and June 2026. It runs the practice today, and it runs it without us.
One care journey per family
One guided signup covers membership, parent and child details and payment.
Booking covers all five visit types; the same app carries video visits, secure messages, reminders and medication schedules.
A child's health information sits in one place a parent can actually open.
The practice runs from one portal
Scheduling, the record per child, telehealth and secure messaging sit behind one login.
Draft notes arrive during the visit and enter the record only after the clinician edits and saves them.
Roles, access tiers and permissions are changed by practice managers themselves.
Delivered, handed over, running in-house
A nine-person team delivered it: 3 frontend engineers, 1 backend engineer, 1 Flutter engineer, 1 UI/UX designer, 1 DevOps engineer, 1 QA engineer and 1 product manager.
The engagement ran May 2025 to June 2026, from mapping the practice through to production.
Ollie has taken the platform in-house and operates it themselves.
Running a care model that off-the-shelf scheduling software cannot hold?
That's the brief you just read: one platform carrying a concierge pediatric practice from the booking through the clinical note to the invoice. Let's talk about yours.
