Medical Workflow Automatisation & Data Management

Two related aspects to the Project

PART 1: Patient Phone Intake Prototype w Local Storage
1. Purpose
Build a local computer-based replacement for our current paper telephone intake workflow.
The purpose is to:
• reproduce the existing intake workflow electronically;
• allow us to test and improve the workflow in actual use;
• identify coding and usability issues before investing in a cloud-based version;
• preserve the workflow and business logic so that it can later be migrated to a HIPAA-appropriate cloud environment.

2. Preferred Implementation/Architecture
Local browser-based web application running entirely on one Windows PC. Example: Browser → Local Application → Local Database
The application may open in Microsoft Edge, Chrome, or another standard browser, but:
• it must run locally on the computer; it must not require internet access to function;
• patient data must not be transmitted to an external server;
• patient data must not be stored in any cloud service;
• the database must not automatically synchronize with OneDrive, Dropbox, Google Drive, or another cloud-storage service.

A traditional Windows application is acceptable if there is a strong technical reason, but a local browser-based application is preferred because the application may later be converted to a cloud-based web application.

3. Workflow
The start and branches for the workflow is described in the attached file Web Based Intake v2

Full Requirements and Deliverables of Part one are contained in the attached file: Local Patient Phone Intake Prototype

Microsoft Power Automate Desktop – Medicare Eligibility Web Automation (Automated Medicare Eligibility Lookup)
I am looking for someone experienced with Microsoft Power Automate Desktop (PAD) and browser/web automation to build a simple automation for my medical practice.
Objective
Automate a repetitive Medicare eligibility lookup performed through the NGSConnex/NGS Medicare provider website.
This should be a desktop automation running locally on a Windows PC. I am not looking for an unattended cloud bot or an AI agent.
The attached file Screenshots for Medicare eligibility automation shows details of the desired workflow, the exact fields to be entered, and the information to be extracted. Note that the data extracted needs to be stored in the database created as part of the Phone Intake part of this proposal (see above).
Important Requirements
Power Automate Desktop: I specifically need someone experienced with PAD browser automation, web UI elements/selectors, data extraction, waits, error handling, and dynamic webpages. Experience limited primarily to Power Automate cloud flows is not sufficient.
Local processing: The automation should run on a computer in my office. Patient information and eligibility results should not be transmitted to external AI services, cloud databases, developer servers, or other third-party services.

Development Process
HIPAA/PHI: This workflow involves protected health information, so my NGSConnex username and password will NOT be provided to the developer. Initial development will use screenshots with patient information removed/redacted. The developer should not need access to PHI during initial development.
If access to actual patient information becomes necessary for testing or troubleshooting, that must be discussed with me in advance and appropriate HIPAA safeguards, including a Business Associate Agreement if applicable, must be established before access is provided.
• A live remote session in which I log into the website and complete MFA myself if access to the actual webpage is necessary for capturing web elements. A screen recording of the process if helpful, with PHI removed.
Reliability
The finished automation should:
• Use proper browser/UI element identification, rather than relying primarily on fixed mouse coordinates.
• Wait appropriately for webpages and elements to load.
• Recognize common errors or unexpected pages and stop safely rather than entering information in the wrong place.
• Provide a clear error message when the automation cannot continue.
• Be reasonably maintainable if NGS makes minor changes to its website.
Deliverables
At completion I would like:
1. A working Power Automate Desktop flow installed/configured on my computer.
2. All source/editable Power Automate flow components.
3. A brief explanation of how the flow works.
4. Instructions for starting and using it.
5. Documentation showing how to update/capture webpage elements if NGS changes its website.
6. Testing of the workflow with me present.
7. Confirmation that no patient information, credentials, screenshots containing PHI, or eligibility data have been retained by the developer.