Humble Hearts Caregivers
EMR Migration and customization for Humble Hearts Caregivers
Project name: Humble Hearts Caregivers EMR migration
Start date: February, 2025
Introduction
Humble Hearts Caregivers, a licensed home healthcare provider based in Florida, sought a modern, secure, and fully customized EMR solution to replace their legacy system, Alora. They needed a platform that could adapt to their workflows, improve caregiver engagement, and ensure full compliance with both HIPAA and AHCA regulations.
DesignDiverso stepped in to co-design and deliver Horizon — a robust EMR system built on the Odoo 18 Community framework, hosted on an encrypted on-premise server and tailored from the ground up with the end users in mind.
Executive Summary
Humble Hearts Caregivers partnered with DesignDiverso to modernize and redesign its healthcare operations platform through the development of Horizon — a secure, mobile-first, HIPAA-conscious EMR system tailored specifically for real-world caregiving workflows.
Built on Odoo 18 Community Edition, Horizon combined UX research, operational analysis, compliance-focused infrastructure, and custom software development into a unified healthcare ecosystem designed to improve usability, accountability, and long-term scalability.
The migration included the secure transfer of patient records, caregiver data, scheduling workflows, payroll structures, and plan-of-care documentation from the legacy Alora platform into a more flexible and sustainable operational environment.
To support HIPAA and AHCA compliance readiness, DesignDiverso implemented encrypted on-premise infrastructure, role-based access controls, audit visibility, and secure authentication policies focused on protecting sensitive healthcare data.
The platform introduced operational modules including:
- GPS-based caregiver attendance verification
- Dynamic payroll workflows
- Mobile-first caregiver scheduling
- Care plan and medication management
- Compliance-focused operational reporting
- Coordinator and administrative dashboards
Beyond implementation, the project also included workflow analysis, stakeholder interviews, onboarding, training, and service blueprinting to support rapid organizational adoption.
The result was a more secure, scalable, and caregiver-friendly operational platform designed to support long-term healthcare operations and growth.
Our challenge
The legacy Alora platform was not only expensive and rigid but also lacked the flexibility and usability required by Humble Hearts’ caregivers and coordinators. Key pain points included:
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Complex UI that hindered adoption by caregivers in the field
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Lack of real-time GPS tracking and check-in/out
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Inflexible payroll handling with no support for dynamic hourly rates
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Limited control over compliance, reporting, and data portability
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Cloud-based storage that raised HIPAA security concerns
The challenge was to design an intuitive, mobile-first EMR that would streamline operations, secure sensitive health data, and be loved by caregivers — all while migrating hundreds of patient records and plan-of-care data from Alora into a better, faster, and more ethical tech stack.
Module Mapping & System Architecture
Operational Architecture
During the discovery and migration phase, DesignDiverso conducted a full operational analysis of Humble Hearts Caregivers’ legacy EMR environment.
The assessment revealed fragmented workflows across scheduling, payroll, compliance, and patient care operations, resulting in duplicated administrative tasks, excessive navigation complexity, and limited visibility between departments.
Rather than replicating the limitations of traditional EMR platforms, Horizon was redesigned around operational clarity, mobile-first usability, and role-based workflow visibility.
The resulting architecture consolidated caregiver coordination, attendance tracking, payroll management, compliance workflows, and patient operations into a unified healthcare ecosystem designed to support both field staff and administrators more effectively.
Key Operational Areas
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GPS-based caregiver attendance tracking
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Dynamic payroll workflows with variable hourly rates
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Mobile-first scheduling and care coordination
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Plan-of-care and medication management
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Compliance-focused reporting and audit visibility
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EVV-ready operational infrastructure
The Process
DesignDiverso followed a collaborative, user-centered design process involving caregivers, coordinators, and executive staff throughout the migration and development of Horizon.
Discovery & UX Research
The project began with operational analysis, stakeholder interviews, and caregiver workflow research focused on understanding the realities of in-field care operations, scheduling coordination, compliance requirements, and administrative bottlenecks.
Key challenges identified included fragmented workflows, excessive navigation complexity, duplicated data entry, limited scheduling visibility, and poor mobile usability for caregivers in the field.
System Architecture & Security
Horizon was built on Odoo 18 Community Edition with custom operational modules and deployed on encrypted on-premise infrastructure designed around HIPAA-conscious healthcare data handling and long-term operational flexibility.
The platform included:
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LUKS-encrypted on-premise infrastructure
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Role-based access controls (RBAC)
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Two-factor authentication (2FA)
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Audit logging and access traceability
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Secure encrypted remote access
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Device-agnostic mobile security practices
Operational Platform Design
Rather than replicating the limitations of traditional EMR systems, Horizon was redesigned around operational clarity, mobile-first usability, and role-based workflow visibility.
Custom operational modules included:
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GPS-based caregiver check-in and check-out
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Dynamic payroll calculation workflows
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Scheduling and caregiver coordination
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Plan-of-care and medication management
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AHCA-compliant documentation workflows
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EVV-ready attendance tracking
Migration & Rollout
The migration from Alora included the secure transformation and validation of patient records, caregiver profiles, visit histories, payroll structures, and operational healthcare data into the Horizon environment with zero data loss.
The rollout also included onboarding sessions, caregiver training materials, sandbox testing for coordinators and administrators, and ongoing post-launch operational support.
Personas
Service Design Blueprint
Care Operations Workflow
End-to-end operational workflows supporting modern in-home healthcare delivery through Horizon.
Module mapping
Mapping Alora modules to Horizon to ensure a smooth migration and improved experience
This map illustrates how core functionalities in Alora are organized today, how they relate to each other,
and how they wilbe restructured and enhanced in Horizon.
Data Interaction Mapping
One of the primary goals of the Horizon redesign was eliminating disconnected operational data silos.
The system was redesigned so that scheduling, attendance, care delivery, payroll, and compliance workflows could interact dynamically through shared operational logic.
User Journey
User journey analysis and workflow redesign focused on simplifying patient management, reducing operational complexity, and creating a faster, more intuitive EMR experience for field caregivers and administrative staff.
Wireframes
Interactive wireframes were developed to redesign complex legacy workflows into a simplified, task-oriented EMR experience, reducing cognitive load and improving usability across daily care operations.
Caregivers Management
Caregiver management interface designed to streamline workforce coordination, improve scheduling visibility, and simplify daily operational oversight across home healthcare activities.
Main Features
- Centralized caregiver directory
- Active / inactive / on-leave tracking
- Caregiver skill and specialization management
- Assigned patient visibility
- Upcoming shift overview
- Real-time caregiver availability
- Workforce scheduling coordination
- Search and filtering system
- Performance and workload overview
- Caregiver profile management
- Quick assignment visibility
- Operational staffing dashboard
Payroll
Streamline caregiver payroll with automated time tracking, flexible pay rate management, and export-ready reporting designed for home healthcare operations.
Main Features
- Multiple hourly rate support by caregiver, shift, or role
- Automatic overtime, weekend, and night differential calculations
- Integrated timesheets and attendance validation
- Export-ready payroll reports and pay slips
- Simplified payroll review with centralized approval workflows
- Real-time visibility into hours, costs, and payroll status
Patients Management
Centralized patient management designed to simplify care coordination, improve visibility across visits and care plans, and reduce administrative overhead for caregivers and coordinators.
Main Features
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- Unified patient records
- Active / discharged patient tracking
- Care plan visibility
- Primary caregiver assignment
- Upcoming visit scheduling
- Priority patient alerts
- Search and filtering system
- Quick patient onboarding
- Real-time patient status indicators
- Centralized care coordination dashboard
- Visit history overview
- Administrative workflow management
Plan of care – Survey
Integrated care planning interface designed to centralize patient health information, improve communication between caregivers and coordinators, and ensure accurate, compliant documentation across daily care operations.
Main Features
- Patient diagnoses management
- Allergies and medication tracking
- Personalized care plan goals
- Caregiver progress notes
- Daily visit documentation
- Medication administration logs
- Doctor communication history
- Family communication records
- Treatment and safety instructions
- Real-time care updates
- Centralized patient health overview
- HIPAA-compliant care documentation
- Visit outcome tracking
- Task and reminder management
- Longitudinal patient progress visibility
Time & Attendance – GPS Tracking
Monitor caregiver attendance in real time with accurate location tracking, automated check-ins, and simplified shift verification designed for home healthcare operations.
Main Features
- GPS-based check-in and check-out tracking
- Exact timestamp and visit location logging
- Automatic late and missed visit detection
- Offline sync for unreliable network environments
- Real-time attendance visibility for coordinators
- Centralized attendance records and activity history
Conclusion & Results
The Horizon EMR platform now serves as the central nervous system of Humble Hearts’ care delivery. It has not only streamlined daily operations but also empowered caregivers with tools that fit seamlessly into their workflow — no more clunky interfaces, missed visits, or payroll headaches.
Results Achieved:
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100% caregiver adoption within the first 30 days
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Live GPS tracking improved visit accountability and client trust
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Payroll processing time reduced by 70%
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Passed HIPAA & AHCA compliance checks with zero findings
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Increased caregiver and family satisfaction with visit visibility
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Seamless integration with QuickBooks and exportable payroll data
Horizon EMR stands as a testament to what’s possible when healthcare meets ethical tech innovation — built around the real users, not licenses or lock-in.