A live, color-coded room tracker used daily by front-desk staff.
Fewer errors, less manual work, and a clearer picture of patient flow.
See how it works ⤵️
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Overview
I built the Room Tracker System to eliminate a tedious, error-prone daily task at a busy wellness clinic. Using Google Sheets and a custom Apps Script I developed with ChatGPT and Claude, I turned a repetitive 20-minute process into a two-minute, reliable system that organizes and archives daily patient data automatically.
Role: Systems Designer & Workflow Architect
Tools: Google Sheets, Google Apps Script, ChatGPT
Result: 90% faster morning prep, zero missed trackers, and consistent records across all shifts.
Tools: Google Sheets, Google Apps Script, ChatGPT
Result: 90% faster morning prep, zero missed trackers, and consistent records across all shifts.
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The Challenge
Each morning, our office assistant copied patient data from Jane App into a Google Sheet by hand—every name, room, and note. The task consumed 15–20 minutes, invited typos, and sometimes got skipped entirely when mornings got hectic. Without a finished tracker, staff scrambled to assign rooms before the first patient arrived.
I wanted to design a system that handled the routine work automatically, prevented human error, and preserved a record of each day without relying on screenshots or manual backups.
The Process
1. Map the manual workflow and identify repeatable logic
2. Design a UI-first system for non-technical staff
3. Build and refine the automation with AI-assisted scripting
Safe-to-re-run logic: the system recomputes availability from live status and overwrites the output (no duplicates).
Key Features I Implemented
* Deterministic, repeatable daily sheet generation
* Idempotent logic safe to re-run during live operations
* Glanceable, color-coded UI designed for time-constrained staff
* Clean separation between business logic and user interface
* Automatic archiving with built-in traceability
* Guardrails that protect data without slowing users down
The Outcome
The finished Room Tracker transformed the clinic’s morning routine. What once took 20 minutes now takes less than two. Staff start the day with an accurate, color-coded tracker ready to go, and every day’s data automatically archives for future reference.
Impact:
* Cut setup time by about 90%
* Eliminated missed or incomplete trackers, even during busy mornings
* Produced clean, consistent data across all shifts, removing the need for screenshots
The system became a small but powerful part of the clinic’s daily rhythm—quietly running in the background and keeping everyone aligned.
Before: raw export from Jane
After: operational room tracker
What I Learned
This project taught me how to manage an AI-assisted build from start to finish. I learned to translate operational pain points into precise technical instructions, prompt ChatGPT to generate usable code, and refine that code through real-world testing.
More broadly, it showed me how AI and human reasoning can complement each other: I provided the workflow logic and usability lens; the AI handled syntax and speed. Together, we built something the team now relies on every day.
My systems philosophy: Start by making work easier to think about. Then automate what’s repeatable. Systems earn trust when they are safe to re-run, easy to understand, and resilient to human error.
Next Steps
While Jane doesn’t offer a public API, there are still meaningful ways to extend this system. Future enhancements could include expanding the script to handle additional daily workflows, adding lightweight summaries to surface trends like patient volume or room utilization, or refining the archive for faster lookup and reporting.
More broadly, this project sparked my interest in continuing to design AI-assisted workflow tools that sit alongside existing platforms—bridging the gap between robust systems of record and the fast, practical needs of day-to-day operations.