For a large medical network, swift patient handovers directly determine service quality. The Lark digital transformation at Peace Dentistry demonstrated the power of digital workflows in clinic chain management. This system successfully connects dentists, receptionists, and automates employee benefits.
Peace Dentistry is one of the largest and most prestigious dental systems in Vietnam. With over 18 years of development, the system operates a network of 9 modern clinics located in high-density residential areas across Ho Chi Minh City and Da Nang. The rapid growth of clinics and medical staff prompted Peace Dentistry to partner with HILAB to digitalize its operations.
1. Project Overview
Peace Dentistry features a team of over 50 maxillofacial specialists and operates a network of 9 professional clinics. Each branch is equipped with 10 to 30 modern dental chairs and advanced medical equipment.
The digital transformation project spanned over 2 months using a package solution model (Fixed Cost). HILAB was responsible for process design and configuring workflows directly on the Lark Suite platform, eliminating data silos between branches.
2. Operational Challenges & Pain Points at Peace Dentistry
Before partnering with HILAB, internal coordination at Peace Dentistry relied on traditional manual methods. The management team used Zalo chat groups and separate Excel files to coordinate daily activities.
Specifically, the system faced several major bottlenecks:
- Difficulties in cross-departmental task assignment: With 9 branches and a large team of dentists, assigning treatment duties and transferring patient details between receptionists, doctors, and assistants was complicated. Manual processes led to delays and lost medical case details.
- Complex scheduling and shift meal management: Scheduling shifts and managing meal benefits for hundreds of employees was done manually via Excel. This consumed hours for the administrative staff and was prone to errors.
- Disconnected data across branches: Operations data and reports from each clinic were isolated into information silos. The executive board struggled to track the actual performance of the entire network in real-time.
The root cause of these issues was the highly fragmented database. The business lacked a unified management platform to connect operational information across all branches.
3. HILAB's Solution: Connected Lark Digital Transformation
HILAB proposed a Lark digital transformation solution to build a centralized online collaboration environment. We redesigned all cross-departmental workflows and brought them onto Lark Base.
The solution focused on two key modules: Cross-departmental Task Assignment and an Automated Shift Meal Management System. All workflows are automated and synchronized to a central Lark Dashboard, allowing the executive board to monitor the entire network from anywhere.
4. Execution & Key Features
We configured and optimized Lark Suite features to resolve Peace Dentistry's specific pain points:
- Automated cross-departmental task assignment: Examination schedules and treatment case details are updated instantly on Lark Base. Receptionists and assistants coordinate quickly via Lark Flow alerts, reducing patient wait times.
- Automated shift scheduling and meal ordering: Created an automated meal ordering flow based on employee shift schedules. Employees submit orders easily via Lark Forms on their phones. The system automatically compiles quantities and routes them for approval via Lark Approval.
- Centralized and synchronized data: All data regarding performance, shifts, and benefits is managed on a single platform, optimizing internal clinic operations.
The new system offers maximum convenience for the medical team. All tasks, from reporting dental cases to registering for benefits, are completed quickly on the Lark mobile app.
5. Technology Stack & Delivery Team
The management and operational system for Peace Dentistry is built on a modern suite:
| Layer | Applied Technologies |
|---|---|
| Platform | Lark Suite |
| Database & Sheets | Lark Base |
| Workflow & Automation | Lark Flow, Lark Approval |
| Visualization | Lark Dashboard |
| App type | Responsive Mobile & Desktop App |
| Role | Resources |
|---|---|
| Project Manager | 1 |
| Business Analyst | 1 |
| Lark Solutions Architect | 1 |
| QA Engineer | 1 |
6. Results & Call to Action (CTA)
The collaboration between HILAB and Peace Dentistry significantly improved operational efficiency:
| Metric | Before Digitalization | After Lark Digital Transformation |
|---|---|---|
| Cross-departmental tasks | Handled manually on Zalo; leads to lost details and delays. | 100% structured on Lark Base with automated alerts; zero delays. |
| Meal reconciliation time | HR spent 2 hours daily compiling and cross-checking Excel. | Compiled and sent for approval automatically in 5 minutes. |
| Chain reporting and control | Weekly reports delayed; hard to check dentist workloads. | Dashboard displays real-time performance data across the chain. |
Transparent HR management and centralized patient records have transformed daily workflows at Peace Dentistry. This stable operational foundation enables the dental chain to scale rapidly while maintaining exceptional clinical standards.
Is your business facing multi-branch operational bottlenecks or internal task management issues? Discover HILAB's Software Development Services and our specialized Lark digital transformation services. Contact HILAB today to start your customized digitalization journey.
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