A recent regulation change in the Commonwealth of Massachusetts resulted in the transfer of thirteen licensing boards from the Division of Occupational Licensure (DOL) to the Massachusetts Department of Public Health (MDPH). This act was signed by Governor Baker in 2021 and was set to take effect by the end of 2022.
Based on our track record delivering on similar projects, the Commonwealth of Massachusetts engaged us to help the Department of Public Health switch to a new Health Professions Licensing System. With over one hundred and fifty health related license types the MDPH needed us to develop a system that was highly configurable and user-friendly.
Aside configuring the numerous license types in our software as a service (SaaS) licensing and enforcement system, our biggest challenge proved to be the tight timeline – something we’ve come to become experts at navigating successfully. Since the transition was scheduled to be complete by the end of 2022, we only had nine months to complete the project. For a project that typically demands two years of development to complete, nine months was certainly a daunting deadline, but our team was determined to deliver a successful system.
Consistent collaboration with our client and the high configurability of our system enabled us to significantly reduce the time typically required to complete the elaboration and constructions phases. Additionally, based on our experience, we expected the data migration task to be laborious, so we started the legacy data analysis very early on in the project. This enabled us to successfully map the data elements between the systems and properly import millions of records from the old system in time for the launch. We utilized a phased approach with three releases that were one month apart from each other, starting with the least complex license types. This approach helped us reduce the project risk but applying the lessons learned from each phase in the following phases.
The Health Professions Licensing System has been a success. We can confidently say our team’s experience in the licensing space combined with our commitment to our clients allowed us once again to deliver a successful system.
You can learn more about ArcHealth, our licensing and enforcement SaaS, and how you can configure it to suit your specific licensing requirements here.
The Massachusetts Board of Registration in Medicine (BORIM) was seeking to replace its aging legacy applications and launch a new online licensing system. The Board hired us based on our experience successfully delivering on time and on budget on many large software projects at the State of Massachusetts.
As the most regulated health profession in the nation, the licensing of physicians is, unsurprisingly, a complex and multifaceted process. Limited documentation and support for the legacy applications was an added difficulty, particularly when matched with the complexity of the licensing and enforcement business processes. Further adding to the challenge was the multitude of databases involved, which made the data porting effort an arduous task.It was clear the job ahead would demand a novel and innovative approach to system development, but it was one we proudly dedicated ourselves to fulfilling. Our solution was based on ArcHealth, our software as a service (SaaS) licensing system for health departments.
We utilized an iterative approach through weekly Joint Application Design (JAD) sessions in which we presented working prototypes of the system to our clients. We collected feedback, redesigned, and ultimately perfected the designs through a regimental cycle that maximized client satisfaction. Driving the Joint Application Design process with working prototypes engaged the audience and helped us capture the complex business requirements. This was made possible thanks to the high configurability of ArcHealth system. To tackle the issues presented by the lack of documentation, we reverse engineered the legacy systems to understand the different data structures and properly port all the licensing, compliance, and enforcement data.
On October 26th, 2022, the system was deployed with resounding success. We were humbled by the abundance of positive feedback from the client, and their satisfaction confirmed to us that we had a successful launch. Furthermore, efficient use of our system has helped the Massachusetts Board of Registration in Medicine drop the average processing time for full initial license applications by a striking 70% since launch.
We were successful at this implementation where one of country’s largest system integrators failed thanks to our unwavering dedication to our clients. For us, our clients are our partners, and their success is our success.
You can learn more about ArcHealth, our licensing and enforcement SaaS, and how you can configure it to suit your specific licensing requirements here.
The Massachusetts Department of Public Health (MDPH) used to manage their employees’ reimbursement requests for travel expenses through back-and-forth emails with various attachments. Tracking expenses for thousands of employees through complicated email threads is a tedious and error prone process. MDPH engaged JD Software with a very clear goal; streamline the reimbursement process and build an intuitive system that would reduce the man hours required to process reimbursement requests.
We utilized an iterative approach where we held weekly Joint Application Design (JAD)sessions with MDPH staff. During these sessions we presented working prototypes of the system to flesh out the system requirements and solicit feedback. Driving the JAD process with working prototypes engaged the audience and helped design easy to use interfaces for the different system stakeholders.
Since deploying the Employee Reimbursement System, MDHP has seen significant improvements in efficiency and processing times. The clutter of long-winded email chains and the frustration of searching for scattered data were exchanged for a singular and consummate process for reimbursement.
To learn more about how we can help automate your financial system, please contact us.
When the Cannabis Control Commission (CCC) was established in 2016 following the legalization of recreation marijuana in Massachusetts, it was tasked with implementing and administering laws to enable safe access to medical and adult-use marijuana in the Commonwealth. To make that mandate a reality, the agency needed to quickly develop a robust system capable of handling the vast influx of licensing needs within an industry with rapidly evolving regulations. From application collection and processing to issuance of adult-use marijuana licenses, the system needed to be versatile and easy to use.
The biggest hurdle was the tight schedule we had to work with to go live within five weeks. Although the typical time requirement for a project of this scale averaged around six months, we were excited to take on the challenge. Our team began development right away, and although the design and implementation of the system overlapped with the finalization of the licensing regulations, we were nonetheless prepared to navigate the task’s complexity. We leveraged our experience with similar projects and our record of accomplishment along our five-year tenure in the cannabis industry to create a user-friendly and highly adaptive system that would meet the Commission’s expectations.
We used an iterative approach through daily Joint Application Design (JAD) sessions in which we presented working prototypes of the system to our clients. Through these sessions, we collected feedback and improved the following prototypes to match the evolving regulations and business requirements. Driving the JAD process with working prototypes engaged the audience and helped us capture the complex business requirements.
The result was a system with three modules out of the box: internal, external, and public. The three modules work together to supply a comprehensive electronic licensing system that provides easy to use interfaces for the Commission staff, the licensee’s community, and the general public. The system is integrated with a number of other systems including the Massachusetts Department of Revenue, the Massachusetts Registry of Motor Vehicles, IDEMIA, NCourt and METRC.
Thanks to the diligence of our team and leadership of the Commission staff, we launched on time and on budget on April 1st, 2018. Since launching, we have received a great deal of positive feedback from our client and the user community.
Our clients are our partners, and their success is our success.