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Glasgow GFX
Quote
Index:
06
Sector:
Healthcare & Legal
Type:
Bespoke software
Year:
2025
MEDICO · Healthcare & Legal

MEDICO

MEDICO is case management software for medical-legal expert witnesses, the doctors who write court-ready reports. Practices were juggling spreadsheets, email threads and generic CRMs to run complex caseloads under strict NHS and UK GDPR requirements. We designed and built a purpose-built platform that takes each case from quote to invoice and turns consultation audio into a structured report draft for the doctor to review, and the build is ongoing.

MEDICO case management software, practice dashboard on a laptop
MEDICO on iPhone, the doctor's clinic day

The product, rebuilt on invented sample data. Click around the laptop.

The Challenge

Medical-legal work sits at the intersection of healthcare, law, and business, and the tooling has never kept up. Practitioners were juggling spreadsheets, email threads, and generic CRMs to manage complex caseloads. Every case moves through a multi-stage pipeline from quote to invoice, involves multiple parties, and must produce court-ready reports to exacting standards. On top of that, the sector demands full UK GDPR compliance, NHS data security frameworks, and clinical risk management documentation. No purpose-built solution handled all of this.

The Solution

We designed MEDICO as a multi-tenant platform from the ground up with full data isolation per practice. The centrepiece is an AI transcription pipeline, doctors upload consultation audio, which flows through OpenAI Whisper for transcription and GPT-4o for intelligent report formatting, producing a structured medico-legal report draft for the doctor to review. The pipeline supports custom medical vocabulary per tenant. We paired this with a visual Kanban board tracking cases through a linear nine-stage pipeline, a practice CRM, financial management with Xero integration, appointment scheduling, and automated communications, all wrapped in role-based access for practice admins, doctors, assistants, bookkeepers and a read-only solicitor portal.

01 · One platform, four views

Everyone sees only what they should

Each practice runs in its own walled-off space, and inside it every person gets a different product: the practice manager sees everything, the doctor never sees money, the bookkeeper never sees a clinical word, and the instructing solicitor gets a read-only window onto their own cases. Switch roles and watch the same platform change.
MEDICO as the practice admin sees it, on a laptop

The same platform, drawn for practice admin. Invented sample data.

02 · Quote to invoice

Nine stages, no spreadsheet

Every case runs the same line, from quote and sanction through the appointment, dictation, transcription and review to the invoice. A case can only move one step forward, with one sanctioned step back when an appointment falls through, so nothing skips a stage. Drag a case along, or use its button.
MEDICO case management software on a laptop, pipeline screen

The pipeline, rebuilt from the product on invented sample cases. Move them along.

03 · Dictation to draft

The doctor talks, the report writes itself

After the appointment the doctor dictates. Speech-to-text tuned to the practice's own vocabulary transcribes it, and a second pass lays it into the sections a medico-legal report needs. The doctor reviews, corrects and signs, and every change is kept as a new version. Play the sample to see each step.
01 · Recording00:44 / 00:44
Recording completeSample · no audio
02 · Transcript7 of 7 lines
  1. 01Report for case 2026-169, claimant seen today at the Glasgow clinic.
  2. 02Rear-end collision on the M8, stationary at the time, belted driver.
  3. 03Neck pain from the following morning, worse on turning to the left.
  4. 04On examination, paraspinal tenderness at C4 to C6 on the left.
  5. 05Range of movement reduced by about a third in rotation. Spurling test negative.
  6. 06Findings consistent with whiplash-associated disorder, Quebec Task Force WAD II.
  7. 07I would expect recovery within nine to twelve months of the accident.

Practice vocabulary · 6 terms matched

03 · Report draftTracked changev2

History of the accident

from line 2

The claimant was the belted driver of a stationary vehicle struck from behind on the M8.

Symptoms

from line 3

Neck pain began the following morning and is worse on turning the head to the left.

Examination

from lines 4, 5

Paraspinal tenderness at C4 to C6 on the left. Cervical range of movement reduced by approximately one third in rotation. Spurling test negative.

Opinion and prognosis

from lines 6, 7

The findings are consistent with a whiplash-associated disorder, Quebec Task Force grade WAD II. Recovery is expected within nine to twelve months of the accident. On the balance of probabilities, recovery is expected within nine to twelve months of the accident.

Signed

Review step, report signed as version 2

A reconstruction on an invented consultation. In the product the recording goes to speech-to-text and the draft to a language model; the doctor always reviews and signs.

04 · Money

Invoices that chase themselves

Invoices are raised from the case, synced both ways with Xero, and aged automatically, so the practice manager sees what is owed and by whom without opening the accounts. The bookkeeper works from the same screen with every clinical detail removed.
MEDICO case management software on a laptop, invoices screen

Invoices and aged debt, on invented sample figures.

05 · Compliance

Fourteen documents, no consultants

Health software in the UK has to prove it is safe before anyone may use it. We wrote the full pack alongside the code: the NHS Data Security and Protection Toolkit policies and the DCB0129 clinical risk file, plus the appointment letters for the people who answer for it.
14
documents
two frameworks
written with the code
NHS DSPT
Data Security and Protection Toolkit
10 documents
DCB0129
Clinical risk management
4 documents

DSPT Data Security and Protection Toolkit

  1. DSPT-01Information Governance Policy
  2. DSPT-02Data Protection Policy
  3. DSPT-03Access Control Policy
  4. DSPT-04Data Retention and Disposal Policy
  5. DSPT-05Incident Response Policy
  6. DSPT-06Business Continuity Policy
  7. DSPT-07Data Protection Impact Assessment
  8. DSPT-08Privacy Notice
  9. DSPT-09Asset Register
  10. DSPT-10Training Guidance

DCB0129 Clinical risk management

  1. DCB0129-01Clinical Risk Management Plan
  2. DCB0129-02Hazard Log
  3. DCB0129-03Clinical Safety Case Report
  4. DCB0129-04Statement of Applicability
Appointment letters
  1. 01Data Protection Officer
  2. 02Senior Information Risk Owner
  3. 03Clinical Safety Officer
  4. 04Caldicott Guardian

Titles of the pack as delivered. Contents stay with the client.

06 · In build now

Every mile on the invoice

The phase we are building now. Doctors visit claimants at home, and travel was billed from memory. Each visit's postcode goes to Google's distance service, the day's route is worked out, and the mileage and travel time land on each case's invoice at the practice's own rates, with the route kept as proof.
Mileage to invoiceIn build
G2 4JR
Glasgow clinic
PA1 1JT
Paisley
ML3 6AA
Hamilton
G67 1JW
Cumbernauld
Schematic, not to scale
Travel lines£0.45 a mile, £60 an hour travel, sample rates
DescriptionCaseMiMinAmount
Travel to Paisley (PA1 1JT)2026-17613.130£35.89
Travel to Hamilton (ML3 6AA)2026-18824.341£51.94
Travel to Cumbernauld (G67 1JW)2026-19821.938£47.86
Drive home split evenly across the day’s visits, so every mile is billed once.
Running total
£135.69

Sample day and rates. Distances are fixed sample figures; in the product they come from the Google Distance Matrix API, cached, with the route kept as an audit trail.

Results
9
Case workflow stages
14
Compliance documents delivered
6
Access roles
  • 01Consultation audio becomes a structured, reviewable report draft without manual transcription, freeing practitioners to focus on clinical judgment instead of admin
  • 02Replaced a patchwork of spreadsheets and generic tools with one purpose-built system covering the entire case lifecycle
  • 03Full compliance documentation pack delivered, NHS DSPT, DCB0129/DCB0160, and 14 formal compliance documents, without engaging separate consultants
  • 04Multi-tenant architecture onboards new practices with complete data isolation, zero infrastructure changes per tenant
  • 05Version-controlled reports with doctor signature support produce court-ready PDFs to professional medico-legal standards
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Spec Sheet

A purpose-built, ongoing case management platform for medical-legal expert witnesses, from multi-tenant architecture and AI-powered report drafting to full NHS compliance documentation. Currently extending the software with a Google Maps API integration that auto-calculates mileage and travel time for accurate, fully automated invoices.

Architecture
Frontend
Next.js with React, server-side rendering and static generation
Backend
NestJS with modular service architecture and dependency injection
Database
PostgreSQL with Prisma ORM, row-level security, and schema-level tenant isolation
Infrastructure
Azure with Terraform-managed infrastructure as code
Job Processing
Redis + BullMQ for background transcription, report generation, and sync tasks
Multi-Tenancy
Full data isolation per practice with shared infrastructure and per-tenant configuration
Integrations
OpenAI Whisper
Audio transcription with custom medical vocabulary per tenant
GPT-4o
Intelligent report formatting and structured medico-legal output
Xero
Two-way accounting sync, invoices, payments, and reconciliation
Google Maps API
Distance Matrix and Directions APIs feed live mileage, travel time, and route data into the invoicing engine for accurate, automated billing
Email & Notifications
Automated communications to solicitors and team members at case milestones
Performance
Report Generation
Consultation audio to a structured, reviewable draft without manual transcription
Tenant Provisioning
New practices onboarded with zero infrastructure changes
Background Processing
BullMQ queues handle transcription and sync without blocking the UI
Data Isolation
Row-level security ensures zero cross-tenant data leakage
Code Quality
  • →TypeScript strict mode across frontend and backend
  • →Full NHS DSPT and DCB0129/DCB0160 compliance
  • →UK GDPR compliant with configurable data retention
  • →Comprehensive audit logging on all sensitive operations
  • →Role-based access control for practice admins, doctors, assistants, bookkeepers and a read-only solicitor portal
  • →Infrastructure as code via Terraform
Technologies
  • Next.js
  • NestJS
  • TypeScript
  • PostgreSQL
  • Prisma
  • OpenAI Whisper
  • GPT-4o
  • Google Maps API
  • Redis
  • BullMQ
  • Azure
  • Terraform
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