New Day Learning
Healthcare / Medicaid Services
Staff management portal for a Medicaid service provider in New Jersey
The Problem
New Day Learning LLC provides DDD services — life coaching, transportation, music therapy — to individuals with developmental disabilities in New Jersey. Every client engagement starts when DDD issues a Service Detail Report PDF with Medicaid info, authorized services, weekly allocations, and rates. Staff were reading these PDFs, copying fields into spreadsheets, and tracking sessions on paper. Billing meant matching completed sessions against authorization limits by hand, then building invoices manually. Client data, authorizations, and session logs all lived in different places.
What I Built
A staff portal that connects the full workflow: PDF import, client management, session tracking, and invoicing. Staff uploads a DDD Service Detail Report — the system parses it, creates the client record, builds the authorization (PA number, date range, unit type, rate), and generates the weekly session schedule with staff assignments. Staff log completed sessions each week. Invoices are generated directly from completed sessions, with payment status tracked per invoice. The portal also manages the service catalog and handles staff authentication with role-based access via Clerk.
Zero
Manual data entry for new authorizations
1 system
Replaces scattered spreadsheets
Automated
Invoice generation from sessions