Digitizing Clinical Workflows
for Scalable Behavioral Health
Percensys CORE Learning is a digital health platform that equips mental health professionals and clients with tools for clinical decision-making, skill-building, and wellness planning.
Their evidence-based system was widely trusted, but trapped in static PDFs. Percensys partnered with Dualboot to modernize their offering, making it scalable, interactive, and aligned with real-world clinical workflows.
The Opportunity
Percensys had successfully built a comprehensive methodology for mental health professionals to design client care plans. However, the system’s operational delivery relied entirely on hundreds of unstructured PDF documents. Clinicians were forced to navigate this static content manually, a process that severely hindered operational efficiency, introduced data inconsistencies, and restricted the platform’s market reach.
As demand grew, it became clear that scaling a sustainable business required a robust, custom B2B SaaS architecture. The platform needed to shift from a documentation repository to a dynamic software solution that supports multi-tenant user roles, custom care-planning modules, multilingual scalability, and automated clinical workflows. Modernizing the user experience wasn’t just a technical upgrade—it was a commercial necessity to expand their B2B market presence.
The Solution
We deployed an agile, multidisciplinary team consisting of a dedicated full-stack developer, a product designer, a QA engineer, and a product manager, collaborating through iterative development sprints.
Key Engineering Workstreams Included:
- Custom B2B SaaS ArchitectureEngineered a highly customized, secure WordPress framework that provided a robust, cost-effective foundation with a high-performance, responsive front-end tailored to healthcare professionals.
- Algorithmic Workflow AutomationTranslated hundreds of complex clinical paper tools into interactive, guided workflows, enabling end-users to generate personalized plans instantly with minimal manual input.
- Structured Data Overhaul & IndexingDigitized over 550 static skill-building activities, transforming them into a structured database categorized with advanced query filters based on target audience, medical condition, and language.
- Dynamic Care Personalization EngineDeveloped an intuitive, secure plan builder that empowers users to architect, save, and securely distribute individualized care plans within minutes.
- User-Centric UI/UX AlignmentRe-engineered the platform’s interface layout to align seamlessly with Percensys’ corporate branding while optimizing the system for high-stress clinical environments.
Through close collaboration and rapid iteration, we turned a high-volume content library into a smart, scalable product.
The Impact
- Digitized 550+ activities and 5 clinical modules, dramatically improving accessibility and usability
- 70% Reduction in Plan-Building Time Automated clinical workflows to drastically reduce administrative overhead, allowing clinicians to focus on direct client care.
- Enterprise Multilingual Scalability Engineered global framework support for multi-language and whole-health content, driving immediate adoption and expanding market reach.
This collaboration was a total digital transformation of how mental health care is planned, managed, and delivered at scale.
Driving Product-Led Growth and Clinical Efficiency through AI Integration
The Challenge: Seamlessly Integrating Advanced AI into Clinical Workflows
As Percensys CORE Learning continued to scale, the next strategic milestone was to empower healthcare professionals with Artificial Intelligence to drastically reduce administrative overhead. The goal was to integrate OnCORseAI and the new CORE Wellness Plan: sophisticated tools designed to automate documentation and person-centered planning.
Dualboot was tasked with the critical technical challenge of architecting how these AI capabilities would be rendered, displayed, and securely managed within the platform to ensure a frictionless, high-trust user experience.
Our Role: Mastering the AI Interface & Rendering Logic
The underlying capabilities for OnCORseAI were provided through CORE’s AI technology partner, Murphi.ai, making this initiative a highly collaborative effort between CORE, Murphi, and Dualboot Partners. From the outset, the project thrived on a strong partnership among all three teams; open communication and close synergy allowed complex technical requirements to be seamlessly translated into a polished end-user experience.
While Murphi supplied the core AI infrastructure, Dualboot engineered the application architecture, integrations, and user experience necessary to bring these advanced capabilities into the CORE platform. Our ultimate role was to transform sophisticated AI functionality into secure, intuitive workflows that behavioral health professionals can easily leverage in their daily practice.
We focused on building a robust front-end and middleware architecture to handle complex data rendering, compliance workflows, and deep user access management:
- Dynamic Note Rendering
We engineered the core logic that transforms user dictation and AI-generated content into fully formatted, easy-to-read clinical documentation in real time, seamlessly supporting multiple standard formats including SOAP, PIE, DAP, and BIRP. - Easy Access AI
We integrated CORE’s voice-to-note capabilities across the entire platform, making AI-powered documentation readily accessible wherever users work. This functionality is available within every single resource in the library, spanning more than 500 skill-building activities, as well as through dedicated access points on the CORE dashboard and main navigation menu. - Wellness Planning
We engineered the backend workflows driving the CORE Wellness Plan, expanding CORE’s person-centered planning capabilities far beyond traditional behavioral health treatment planning. Unlike rigid, diagnosis-driven treatment plans, the Wellness Plan allows users to dynamically identify personal goals, strengths, and barriers, and immediately receive curated recommendations for relevant skill-building activities and resources. - Custom CRM & Permissioning Engine
To streamline operations, we developed a custom administrative plugin that replaces the need for a traditional, expensive CRM. This single-interface hub allows the platform administrator (Percensys) to seamlessly manage agencies, locations, and individual users. - Granular Access Control
We built the architecture enabling the platform administrator to assign both group-level and individual access permissions to AI tools. - TOS-Gated AI Functionality
We implemented a strict security gate ensuring that users can only gain access to AI features after actively reviewing and confirming acceptance of the Terms of Service (TOS).
Key Features & Technical Implementation
- OnCORseAI Integration
Seamless “voice-to-note” functionality that renders service notes within minutes. - Custom Admin CRM Plugin
A unified management console built from scratch to oversee agencies, locations, users, and tiered AI access permissions without third-party dependencies. - TOS Guardrails & Audit Trails
Enforce legal compliance by blocking AI utilization until TOS consent is recorded. Within the custom CRM, administrators have full visibility to audit which users have consented. - DLT Usage Tracking Dashboard
Integrated real-time monitoring tools inside the admin panel to track Daily Limited Trial (DLT) usage metrics daily. - Universal Formatting
Specialized rendering for various clinical note styles, ensuring the AI output meets specific healthcare standards.
The Impact: Maximizing Value for Clinicians, Agencies, and Business Growth
These integrations have transformed the Percensys platform into an intelligent assistant delivering massive value across three key areas:
- Driving Operational Efficiency for Clinicians
The voice-to-text note formatting and dynamic rendering drastically reduce documentation time. By eliminating hours of manual paperwork, clinicians can mitigate administrative burnout and redirect their focus toward direct patient care. Furthermore, with support for over 50 languages, the platform eliminates communication barriers for multicultural clinical teams. - Ensuring Compliance and Security for Agencies
This centralized architecture provides healthcare agencies with ultimate data security and peace of mind. Because AI access is strictly gated by TOS confirmation and fully auditable by Percensys, compliance risks are minimized. Additionally, the AI-Powered Goal Rewrites feature protects agencies by ensuring all clinical documentation remains clear and audit-aligned. - Accelerating Monetization and Product-Led Growth for Percensys
From a business standpoint, the integration serves as a powerful catalyst for growth. The Daily Limited Trial (DLT) allows users to use 3 free AI actions per day, reducing friction for adoption. Because administrators can monitor DLT consumption directly through the dashboard, Percensys gains invaluable data on user behavior to optimize upsells. This naturally converts users into a new, highly scalable recurring revenue stream via an affordable unlimited AI tier, boosting Percensys’ overall average revenue per user (ARPU) while reducing costs by eliminating the need for external CRM software.
