Client
DocPlanner is the world’s largest healthcare platform and a market leader in 13 countries, serving over 90 million patients and 280 million healthcare professionals, with more than 22 million appointments booked monthly through the DocPlanner app. The platform combines a healthcare marketplace with Electronic Health Records functionality, enabling patients to schedule appointments while allowing medical facilities to manage visits efficiently.
The challenge
DocPlanner’s goal was to increase adoption among patients and medical professionals and become the first-choice booking system in its markets. A major challenge was the reliance of many clinics on outdated legacy EHR systems that were difficult or impossible to integrate directly. Even when clinics adopted DocPlanner, they often retained their existing EHRs and manually transferred data between systems, leading to inefficiencies, errors, and scalability bottlenecks. Some clinics were also forced to keep legacy systems due to missing local functionalities in the DocPlanner app. During solution research, DocPlanner collaborated with UiPath, which created a proof of concept and recommended Flobotics as the development partner.
The solution
From the start, we identified the opportunity to build a scalable and universal automation layer that would work across clinic networks, multiple EHR systems, and different geographic markets. The goal was full interoperability between EHR and EMR systems and the DocPlanner app through automated data movement and processing. While the initial proof of concept integrated a single EHR within one facility, we rewrote the automation from scratch to support a broader scope. The RPA system automatically extracts and processes patient data, appointment details, insurance information, healthcare provider data, and operational tasks such as scheduling, canceling, and rescheduling visits, transferring them seamlessly into the DocPlanner platform.
Scaling and expansion
After three weeks of development, the MVP was deployed in the first clinic network and quickly proved successful. The system was then scaled to support additional legacy and modern EHR software, new facilities using existing integrations, and multiple geographic markets. Additional capabilities were added, including automated patient data migration across connected systems, handling rescheduled and canceled visits, a universal dispatcher bot coordinating multiple performer bots, support for ad-hoc data migration, exception handling for edge cases requiring manual intervention, automated and manual bot execution, multilingual reporting and messaging, bot monitoring and business intelligence dashboards, and automated deployment for new facilities without developer involvement.
The outcome
The RPA system now provides interoperability between more than ten different EHR systems across Spain, Italy, Brazil, and Poland. Over 98 percent of data transfers are processed automatically without errors, significantly reducing manual work for clinicians and back-office teams. As a result, DocPlanner increased its sales conversion rate by 3 percent and strengthened its market position. According to DocPlanner’s Product Lead, the collaboration delivered strong business impact, proactive communication, and flexibility throughout discovery and development. As new clinics, integrations, and markets continue to be added, the reach and capabilities of the DocPlanner platform keep expanding. Thank you, DocPlanner, for your ongoing trust.
