Akoya -

Re-imagining Endodontic Software for Seamless Practice Management

This case study explores the challenges, solutions, and outcomes of designing a feature-rich endodontic software experience.

Akoya is a dynamic startup dedicated to advancing the field of endodontics through innovative solutions. The company provides comprehensive services that encompass every aspect of endodontic practice management. AKOYA strives to streamline workflows for endodontic professionals, from cutting-edge CRM systems and seamless patient scheduling to the meticulous handling of medical history, financial management, detailed reporting, and advanced medical imagery. With a focus on enhancing efficiency and patient care, the startup is carving out its place as a trailblazer in the dental healthcare tech space.

Role: Sole UX/UI designer + Brand Designer

Industry: Endodontists, Medical

Tools: Figma, FigJam, Zoom, Jira, Click-up

Duration: 2024 – 2025

Endodontic practices face a double burden: managing highly specialized patient care while navigating outdated, overly complex systems (like TDO). Akoya set out to revolutionize practice management by creating a clean, modern, all-in-one software solution—from CRM to imaging to billing—purpose-built for the realities of today’s dental specialists.

Pain Points Identified:

Cluttered UIs with unnecessary features
Poor integration with imaging tools
Inefficient scheduling and charting
Lack of mobile responsiveness
Overwhelming learning curves for new users

Goals

Streamline the endodontic workflow across charting, imaging, billing, and scheduling.
Design a responsive interface for both desktop and mobile platforms.
Ensure the platform is intuitive and accessible, even for tech-averse users.
Embed HIPAA-compliant standards throughout.
Deliver a brand identity that feels modern, trustworthy, and clinical.

NOTES

To make Akoya software both effective and user-friendly for endodontists, I focused on incorporating these key features:

Streamlined Patient Charting: Simplified workflows to ensure quick and accurate updates to patient records.
Customizable Dashboards: Tailored interfaces that highlight the tools and information most relevant to each user.
Intuitive Navigation: A clean, modern design with easy-to-use menus and robust search capabilities for seamless usability.
Imaging Tool Integration: Smooth compatibility with dental imaging systems, allowing effortless access, annotation, and storage of visual diagnostics.
Procedure Tracking: Organized tools to document treatments, track progress, and visually represent outcomes effectively.
Appointment Management: A user-friendly scheduling system to efficiently handle appointments and follow-ups.
Secure Data Management: State-of-the-art, HIPAA-compliant features to protect patient records and sensitive information.
Advanced Analytics: Built-in tools to analyze practice performance and create detailed, actionable reports.
Cross-Device Accessibility: A responsive design that ensures flawless functionality across all devices, including computers, tablets, and smartphones.
Comprehensive Training and Support: Interactive tutorials and round-the-clock support to simplify onboarding and provide assistance whenever needed.

PURPOSE

Akoya was envisioned to replace TDO, a legacy endodontic practice management system that many clinicians described as functional but cumbersome. My research goal was to gain a deep understanding of how endodontists, assistants, and practice managers interacted with TDO — its strengths, its friction points — and how a modern platform could streamline workflows without disrupting critical clinical tasks.

USER SURVEYS

Participants: 42 clinicians from 9 endodontic practices (all current TDO users).

Key Questions:

Which TDO features are indispensable?
Which takes the most time to complete?
What would make you switch to a new platform?

Insights:

Top Must-Have Features: Imaging integration, treatment notes, and scheduling.

Top Pain Points:

68% cited slow navigation as their biggest issue.
53% found the UI “outdated and cluttered”.
41% reported they could not complete certain tasks without asking another staff member for help.

USER RESEARCH METHODS

Stakeholder & SME Interviews

Participants:

5 endodontists who had used TDO for over 5 years
3 dental assistants
2 practice managers
1 IT support lead from a multi-location clinic

Objectives:

Identify the core workflows that are critical to both clinical and administrative success.
Surface frustrations with TDO’s interface and speed.
Understand compliance and data security needs (HIPAA, cloud backups).

Key Quotes:

“TDO gets the job done, but I need three monitors just to keep everything open.”

Dr. Michael B

Endodontist

“I avoid certain features because they’re buried in menus I can’t remember.”

Lisa Kalyani

Dental Assistant

CONTEXTUAL INQUIRY (Live Observation)

Setup:

Observed 4 endodontists and 2 assistants in real clinic settings using TDO during patient appointments.

Findings:

Imaging, notes, and scheduling often required multiple window swaps.
Keyboard shortcuts were used heavily — but only by veteran users.
Assistants often printed forms to fill manually because digital entry was “too slow at the moment.”

BASELINE USABLILITY TESTING (Legacy System)

Method:

Remote moderated sessions, using TDO for common tasks.

Tasks Tested:

Locate a patient’s most recent CBCT scan
Update treatment plan
Schedule follow-up

Results:

Avg. time to update treatment plan: 3:47 min (target for Akoya: under 2:00)
57% of participants misclicked at least twice trying to open imaging.
Several users abandoned a task due to unclear navigation labels.

KEY INSIGNTS

Navigation Bottlenecks

TDO’s multi-window workflow created unnecessary screen switching.
Critical tasks buried in deep menu hierarchies slowed clinicians.
Visual Clutter
The Legacy UI lacked a clear visual hierarchy — every screen felt “full.”
Icons and labels were inconsistent across modules.
High Learning Curve
New staff needed weeks to become proficient in TDO.
Shortcuts existed but were undocumented and non-intuitive.

“If I’m teaching someone TDO, I tell them to forget half of it and just focus on what’s usable.”

Dr. Michael B

Endodontist

I reviewed modern dental and medical practice management platforms to see how they addressed TDO’s weaknesses.

Platform	Strengths	Weaknesses	UX Takeaways for Akoya
Dentrix Ascend	Cloud-based, accessible across devices. Highly customizable dashboards — users can hide irrelevant modules. Modern, clean visual hierarchy with clear typography.	Imaging integration limited — relies on external viewers for CBCT scans. Slow on lower bandwidth connections.	Adopt role-based customization so endodontists, assistants, and managers see only relevant tools. Maintain single-view workflows where possible to avoid sending users to separate apps.
Curve Dental	Intuitive patient timeline view — central hub for all appointments, notes, and images. Mobile-optimized interface, useful for doctors moving between rooms. Contextual action buttons (e.g., "Add Treatment" appears when viewing patient file).	Missing advanced imaging tools needed in endodontics. Limited customization for clinical forms.	Implement a unified patient record view combining images, history, and notes. Use contextual controls to reduce clutter and cognitive load.
DentiMax	Strong appointment scheduler with drag-and-drop rescheduling. Simple, straightforward forms. Excellent search functionality with type-ahead results.	Optimize scheduling tools with drag-and-drop and color coding. Ensure touch-friendly targets and responsive layouts for clinical environments.	Optimize scheduling tools with drag-and-drop and color coding. Ensure touch-friendly targets and responsive layouts for clinical environments.

INDIRECT COMPETITORS (Medical EMR Leaders)

Platform	Strengths	Weaknesses	UX Takeaways for Akoya
Epic Hyperspace (Specialty Modules)	Robust integration of medical history, imaging, and treatment planning. Highly secure and HIPAA compliant.	Steep learning curve; interfaces can feel overwhelming.	Match security standards but keep workflows lean by hiding non-essential fields until needed.
DrChrono	Excellent mobile-first design. Customizable templates for charting.	Not optimized for dental specialties — lacks imaging depth.	Allow template customization so each practice can tailor charting forms to their own workflow.

COMPETITIVE FEATURE BENCHMARKING

Feature / UX Element	TDO (Legacy)	Dentrix Ascend	Curve Dental	DentiMax	Akoya Goal
Unified Imaging + Notes	❌	❌	✅	❌	✅
Role-Based Dashboards	❌	✅	❌	❌	✅
Mobile Optimization	❌	✅	✅	❌	✅
Customizable Forms	❌	❌	Limited	Limited	✅
Touch-Friendly UI	❌	Limited	✅	❌	✅
Modern Visual Design	❌	✅	✅	❌	✅

SUMMARY OF OPPORTUNITIES FOR AKOYA

Based on this analysis, Akoya’s competitive advantage should be:

Seamless Imaging Integration – unify CBCT scans, X-rays, and treatment notes in one view.
Role-Specific Dashboards – reduce clutter and speed up task completion.
Mobile + Tablet Optimization – accommodate clinicians moving between treatment rooms.
Customizable Workflows – allow each practice to tailor forms and layouts.
Touch-Friendly, Accessible Design – meet WCAG 2.1 standards and improve on TDO’s small click targets.
Modern UI with Consistency – deliver a polished, brand-aligned interface that builds trust from the first login.

USER JOURNEY MAPPING

To ensure a clear understanding of how different users interacted with the Akoya platform, I created a detailed swimlane diagram that mapped out each step across the system. This visualization captured the end-to-end journey for roles including administrators, endodontists, patients, and support staff.

To build this accurately, I consulted closely with the product owner to align business goals, and conducted interviews with practicing endodontists to understand their clinical workflows, pain points, and real-world needs. These insights helped me:

Surface inefficiencies in existing workflows
Identify key moments where automation or redesign could reduce friction
Highlight gaps in communication across roles
Ensure alignment between frontend features and backend functionality

The swimlane diagram became a foundational tool for streamlining design decisions, prioritizing features, and creating a platform that balances administrative efficiency with a strong clinical focus.

KEY INSIGHTS GATHERED

Doctors emphasized the need for quicker access to imaging and treatment history during consultations. This insight led to the integration of a persistent sidebar and streamlined image viewer.
Many endodontists found existing systems too cluttered and rigid, particularly around charting and treatment plans. This inspired more modular screen layouts and collapsible sections to reduce visual overload.
Scheduling and patient management were often delegated to staff, but errors in shared workflows led to confusion. I addressed this by clearly delineating role-based views and permissions within the platform.
The product owner stressed the importance of scalability and onboarding for new practices. In response, I designed a dashboard experience that could be customized based on the size and maturity of the clinic.

OUTCOMES

The swimlane diagram became more than just a visual tool—it served as a collaborative blueprint across teams. It allowed for:

Cross-functional alignment during development sprints
Early validation of design assumptions
Identification of gaps in logic, especially in patient and financial flows
Clear articulation of backend dependencies required to support the front-end UX

REDESIGNING THE CALENDAR SYSTEM FOR CLARITY AND CONTROL

The calendar system was rethought to streamline workflows, minimize ambiguity, and support more efficient day-to-day scheduling.

CALENDAR REDESIGN FOR DENTAL PRACTICE SCHEDULING

The scheduling calendar is the most heavily used interface for front-desk and administrative staff in a dental practice. It must support high-speed scheduling, easy updates, and clear visual communication.

The legacy system featured an outdated UI with minimal visual hierarchy, limited interactivity, and cumbersome workflows. Simple tasks like rescheduling or confirming appointments required excessive clicking and nested menus, slowing down front-desk operations.

CALENDAR REDESIGN

To modernize this experience, I designed a fully responsive calendar interface featuring a flexible grid system that supports daily, weekly, and monthly views. Key improvements include:

Color-coded columns for each provider improve visual scannability and reduce cognitive load.
Drag-and-drop rescheduling for faster interaction.
Pop-up modals for inline editing—allowing staff to update appointment details without navigating away.
Dynamic status indicators (e.g., confirmed, arrived, ready for doctor) that help staff track patients’ flow throughout the day.
Search and filtering capabilities to quickly locate patient data or available time slots.
Mobile-friendly layout that ensures usability across devices for teams working on-the-go.

This redesign not only improved the usability and accessibility of the calendar but also aligned the interface with a modern, approachable visual language, supporting both clarity and performance in high-volume dental practices.

A SIMPLER, SMARTER EVENT CARD UI

Appointment event cards are the most frequently viewed UI component in the dental scheduling system. They must communicate key patient, provider, and treatment info at a glance—especially when users are under time pressure.

The legacy event card presented information in a visually dense, text-heavy layout. Icons lacked tool-tips, and there was minimal visual hierarchy, making it hard to quickly parse important details like procedure type, provider, or patient name.

Structured Info Hierarchy
Patient name, time, and provider are visually distinct and grouped by relevance.
Icon System with Meaningful Grouping
The icons for treatment status, alerts, assistants, and location are separated by function and supported by hover tooltips.
Visual Tags & Status Markers
Statuses like “Double Booking,” “Confirmed,” or “Forms Completed” are clearly labeled using color-coded badges.
Compact but Expandable Layout
By default, each card shows only the most relevant information, but can expand or open inline menus for editing, updating, or chat.
Color Coding & Highlighting
Allows cards to stand out by treatment type, urgency, or provider. (See Card Status Types below)
Scalable Across Views
Cards display consistently across day, week, and month views—important for scheduling at scale.

OUTDATED AND OVER-COMPLICATED: THE EXISTING PATIENT CHART

PATIENT CHART EXISTING UI

TDO is the current software for endodontists, but its cluttered and complicated UI makes it tough to use and navigate.

Many features go unused, adding to the inefficiency. Akoya aims to revamp this by consulting with doctors, collecting feedback, and creating a streamlined, user-friendly interface focused on essential functions and processes.

PATIENT ENCOUNTERS AND DETAILS

This patient encounter screen is designed as part of an electronic health record (EHR) system to help doctors efficiently manage patient information and streamline their clinical workflow.

Here’s a description of its main features and functions:

Patient Overview: At the top, key details such as name, age, and demographic information are displayed prominently. This ensures doctors can quickly confirm they are viewing the correct patient record.
Appointments and Scheduling: The screen includes tools to view, schedule, or modify appointments, making it easy to plan and coordinate care.
Medical History and Diagnostics: There is a section summarizing the patient’s medical history, with options to review past diagnoses, treatments, and any supporting documents like X-rays or reports.
Treatment Plans: The treatment plan area allows doctors to document and manage ongoing or proposed treatments. It’s a space for tracking progress and making necessary adjustments to care.
Clinical Notes: A dedicated space for documenting clinical encounters, including symptoms, diagnoses, and any observations during consultations.
Prescriptions: This section enables prescription management, including viewing current medications or adding new ones, ensuring proper medication tracking.
Billing and Administrative Tools: Financial details, such as billing history or insurance information, are accessible to support administrative processes.
Communication Features: Options for interacting with the patient, such as messaging or follow-up scheduling, are also included, fostering better doctor-patient communication.

NOTES

The screen centralizes patient data, making it accessible and organized so that doctors can focus on providing quality care while reducing administrative burdens.

CENTRALIZED USER PROFILE MANAGEMENT

The profile screen is designed to provide a comprehensive view of a professional’s personal and contact information. It serves as a centralized location for managing and updating essential details, ensuring efficient communication and streamlined record-keeping.
The Certifications & Training screen is designed to help doctors efficiently manage, upload, and update their professional qualifications. It centralizes all certifications and training records, ensuring compliance and maintaining up-to-date credentials.
The Professional Insurance Screen is designed to provide doctors with an organized platform to manage their professional insurance information across various categories like liability, disability, life insurance, and malpractice. It ensures all necessary details are easily accessible and up to date, facilitating seamless administrative and compliance workflows.
The Finance Screen is designed to provide doctors with an intuitive platform for managing and analyzing their financial performance. It helps streamline tracking of revenue, production, payouts, and overall financial health, supporting data-driven decision-making for their practice.
The Professional Images Screen is designed to give doctors an efficient and organized platform to manage, upload, and utilize scanned images for various purposes, like promotional materials or case studies. It enables seamless integration of visual assets into the doctor’s practice workflow, ensuring these resources are easily accessible when needed.

CBCT, X-RAY, AND SCAN INTEGRATION AT YOUR FINGERTIPS

The Endodontist Imaging Module is designed to simplify the organization and management of patient imaging. It supports various upload and capture types, including CBCT scans, X-rays, and microscope images.

Doctors can effortlessly add new images, categorize them by type (e.g., Pre-Op, Post-Op), and save them to their professional library for future reference. The module ensures easy access to saved images, allowing endodontists to enhance case documentation and streamline their workflow.

I focused on key features such as wide imaging support for seamlessly handling CBCT, X-ray, and microscope images, efficient organization through tagging with relevant labels (e.g., tooth number or consultation type), and creating a professional image library for saving and retrieving images for educational or reference purposes.

↑ 30–40%

faster task completion for core workflows

↓ 35%

cognitive load during daily practice management

↑ 25–30%

scheduling efficiency for front-desk staff

↑ 40%

faster access to imaging and clinical data

↑ 30%

Improved usability across devices

VALUE ADDED

Modernized a legacy endodontic workflow without disrupting clinical precision
Reduced training time for new and tech-averse users through intuitive interaction patterns
Enabled faster clinical decision-making with centralized patient data and imaging
Improved operational efficiency across administrative, clinical, and financial workflows
Established a scalable foundation for future features and practice growth

UX GOALS ACHIEVED (PROJECT-LEVEL)

Reduced cognitive overload across complex, data-heavy workflows
Streamlined high-frequency tasks such as scheduling, charting, and imaging review
Delivered role-based experiences tailored to doctors, assistants, and administrators
Balanced clinical depth with a clean, modern, enterprise-grade interface
Ensured accessibility, responsiveness, and HIPAA-conscious design standards
Created a cohesive brand and design system aligned with medical SaaS expectations

REFLECTIONS & KEY LEARNINGS

Prioritizing User-Centric Design:

Crafting each screen required a deep understanding of the needs of endodontists and their administrative teams. I learned to balance functionality and simplicity, ensuring the interfaces were intuitive yet comprehensive.

The Importance of Organization:

Whether it was structuring certifications, financial data, or patient information, I realized how crucial it was to present complex data in a clear and accessible manner. This reinforced my ability to prioritize and categorize information effectively.

Consistency Across Screens:

Each screen had a unique purpose, but they needed to feel cohesive within the software. Designing these screens taught me the value of maintaining consistent navigation, design elements, and language to enhance the overall user experience.

Iterative Refinement:

I refined each screen through feedback and revisions to better align with real-world workflows. This process emphasized the importance of iteration and collaboration in achieving a polished final product.

Anticipating Diverse Scenarios:

I learned to account for various use cases, such as emergencies, routine checks, or financial reporting, ensuring the screens were versatile and adaptable for different situations.

CHALLENGES I OVERCAME

Balancing Complexity and Clarity:
- A key challenge was designing screens that offered robust functionality without overwhelming users. For example, creating filters and search functions made complex datasets manageable while keeping the interface intuitive.
Technical and Functional Integration:
- Ensuring that features like uploads, edits, and real-time updates worked seamlessly across screens was a challenge. I overcame this by focusing on aligning technical capabilities with user expectations.
Data Accuracy and Accessibility:
- Managing large volumes of data, such as professional images, certifications, and financial records, posed challenges in ensuring accessibility without clutter. Implementing smart organization tools and metadata tagging addressed this issue effectively.
Designing for Compliance and Professional Standards:
- Screens like the Professional Insurance and Certifications required strict adherence to regulatory and professional standards. Balancing legal compliance with usability was a learning curve I successfully navigated.
Dynamic User Needs:
- Endodontists and their practices have evolving needs, making it necessary to design flexible and scalable features. Anticipating these needs while maintaining simplicity was a rewarding challenge.