Doctors for Veterans — Invoice & Timesheet Management System

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Category: Web Application / Healthcare Administration
Industry: Medical / Veteran Services
Role: Full-stack Development — Workflow Automation & Role-based Access

Overview

Doctors for Veterans, in collaboration with Aldea Consulting, required a centralized system to manage doctor invoicing, timesheets, and clinic assignments. The platform had to handle multiple user roles — admin, clinics, and doctors — and support complex payment structures including hourly rates and consult-based rates.

We developed a custom Laravel application with Bootstrap, HTML, CSS, and jQuery, designed to streamline timesheet management, automate invoice generation, track doctor availability and leave, and provide a complete workflow solution for medical services to veterans.

The Challenge

Key challenges included:

  • Multiple user roles: Admin, clinics, and doctors, each with different access and privileges

  • Complex payment structures: Doctors can work for multiple clinics, with either hourly or consult-based rates (not both at the same clinic)

  • Timesheet automation: Timesheets need to reflect clinic-specific work, hours, or number of consults completed per type

  • Invoice generation: Invoices must account for different pay structures per clinic, include consult details or hours worked, and be exportable for payments

  • Consult types management: Admins must configure consult types, assign them to clinics, and assign consult rates to doctors without developer intervention

  • Doctor availability & leave management: System must track doctor leave, display it on calendar and list views, and prevent scheduling conflicts

  • User-friendly UI: Doctors need intuitive forms to log consults, hours, and patient names

Our Solution

We implemented a robust, role-based Laravel system with automation, reporting, and secure data management.

User / Frontend Features

  • Doctors can:

    • View timesheets per clinic, separated by payment structure (hourly or consult-based)

    • Enter hours worked and patient names (hourly) or select consult types, number of consults, and patient names (consult-based)

    • Submit timesheets for clinic approval

    • View personal leave and calendar availability

  • Clinics can:

    • Review and approve/dispute submitted timesheets

    • Monitor doctor assignments and consult records

  • Admins can:

    • Create and assign timesheets automatically (via cron job weekly) or manually

    • Configure consult types, rates, and doctor–clinic assignments

    • Generate invoices reflecting different payment structures per clinic

    • Track leave, approvals, and payments

    • Archive clinics and doctors while retaining historical data

Backend Features

  • Secure role-based access for admins, clinics, and doctors

  • Timesheet automation: generates weekly templates pre-filled with previous week’s data

  • Invoice generation:

    • Hourly-based or consult-based

    • Multiple clinics reflected as separate line items with subtotals

    • Patient names included per consult type in RXT format (line breaks or comma separation for PDF export)

  • Consult type and rate management without developer intervention

  • Leave management with calendar and list views for easy planning

Technical Implementation

  • Backend: Laravel 10 framework, PHP, MySQL

  • Frontend: Bootstrap, HTML, CSS, jQuery for dynamic UI

  • Automation: Cron jobs for weekly timesheet generation

  • PDF Generation: Structured for readability and compliance

  • UI/UX: Dropdowns for consult types, dynamic number inputs, calendar integration for leave

Technology Stack

  • Backend: Laravel 10 + MySQL

  • Frontend: Bootstrap, HTML, CSS, jQuery

  • Automation: Cron jobs for timesheet creation

  • PDF: Invoice and RXT export

  • Calendar & Leave: FullCalendar integration for leave tracking

Outcome & Impact

  • Streamlined timesheet and invoice workflow for doctors and clinics

  • Reduced administrative errors with automated calculations and approvals

  • Flexible consult types and payment structures allow flexible doctor assignments

  • Leave and scheduling tools prevent conflicts and improve visibility

  • Secure role-based access ensures data privacy and compliance

  • Admins can monitor invoices, payments, and approvals in one central system

Doctors for Veterans now has a robust, automated, and user-friendly Laravel system that simplifies timesheets, invoicing, and doctor management, improving operational efficiency for veteran healthcare services.

What We Delivered

  • Role-based Laravel web system for doctors, clinics, and admins

  • Automated weekly timesheet creation and notifications

  • Support for hourly and consult-based payment structures

  • Invoice generation with patient-level data in RXT format

  • Consult type and rate management without developer intervention

  • Leave tracking with calendar and list views

  • Archiving functionality for clinics and doctors while retaining historical data