Smile Doctors Orthodontist Turns to Aloa to Build HIPAA-Compliant Patient Portal in First-Time Outsourcing Experience

"As a non-technical business person, Aloa made outsourcing a HIPAA-compliant app simple. Their transparent platform kept me informed without technical confusion. The team was responsive, friendly, and remains accessible even after project completion—exactly what you want when investing in technology."

Dr. Bryon Kozak, DDS, MS

Founder

PepCare Founder and Smile Doctors Orthodontist Bryon Kozak Wanted to Modernize Orthodontist Clinics

After more than two decades of clinical practice, Dr. Bryon Kozak identified a significant opportunity to revolutionize orthodontic care through digital transformation. Despite exploring numerous existing solutions for his clinic, he found that available software platforms fell short of meeting orthodontists' specialized needs, particularly regarding HIPAA compliance and practice-specific features. This gap in the market, combined with his deep understanding of clinical workflows, led Dr. Kozak to envision a comprehensive platform tailored specifically for orthodontic practices.

Armed with extensive clinical expertise and detailed end-user flowcharts, Dr. Kozak sought a technology partner capable of translating his vision into a robust, compliant healthcare solution.

Building a Next-Generation Patient Communication Platform

The PepCare platform emerged as a groundbreaking solution, seamlessly integrating patient medical records with secure doctor-patient messaging in an intuitive, unified interface. What sets PepCare apart is its orthodontic-first design approach, incorporating essential features that address the unique challenges of orthodontic practices:

• Virtual evaluation capabilities for preliminary patient assessment
• Comprehensive provider search and referral system
• Secure patient data vault
• HIPAA-compliant messaging platform
• Detailed appointment and treatment progress tracking

Understanding the diverse user base—ranging from clinical staff to patients of all ages—Aloa prioritized accessibility and ease of use in the development process. The initial design phase involved comprehensive analysis of user experience requirements, visual elements, and brand identity, all focused on creating an interface that would enhance both patient care and clinical efficiency.

Achieving Success in Navigating a First-Time Outsourcing Experience

Despite having previous experience with software development in the 2000s, this marked Dr. Kozak's first venture into outsourcing. As a healthcare professional without a technical background, he expressed initial hesitation about managing an external development team and ensuring proper oversight of his investment.

Aloa's unique approach provided the perfect solution through their specialized team structure. Their US-based Product Owners and Customer Success Managers maintained daily project oversight, effectively addressing communication challenges, resolving misunderstandings, and maintaining strict quality standards. This comprehensive support system perfectly matched Dr. Kozak's needs—allowing him to focus on defining the business requirements while relying on experienced technical professionals to guide the implementation.

The result exceeded expectations, with project completion achieved three months ahead of PepCare's target deadline. This early delivery provided valuable additional time for preparation and presentation at upcoming orthodontic conferences and professional meetings.

Exceeding HIPAA Compliance Standards Through Expert Implementation

Initial concerns about outsourcing a HIPAA-compliant platform—particularly given the US-specific nature of these regulations—were quickly addressed through Aloa's expertise and established processes. As a US-based company, Aloa provided oversight to their offshore development teams, with extensive experience in creating HIPAA-compliant applications for American healthcare providers.

The development team implemented comprehensive security measures, ensuring:

• Complete data encryption at rest and in transit
• Secure authentication protocols
• Detailed security documentation
• Protected health information (PHI) safeguards

This rigorous approach to compliance, combined with Aloa's healthcare industry expertise, resulted in a platform that not only met but exceeded HIPAA requirements while delivering an exceptional user experience for both providers and patients.

From MVP to Market Leadership: PepCare's Rapid Growth

The strategic partnership between PepCare and Aloa yielded exceptional results that exceeded initial project goals. Beginning in Fall 2022, the team maintained laser focus on expectations, timelines, and budget constraints. While Dr. Kozak's target launch was set for March-April 2023 to align with industry conferences, the platform achieved MVP status in January 2023—significantly ahead of schedule.

PepCare has successfully combined Dr. Kozak's established network of industry adaptors with a comprehensive, HIPAA-compliant patient dashboard specifically designed for orthodontic practices. The PepCare team is currently working with Aloa to transition their platform from MVP to market-ready status, positioning itself for revenue generation and scaled deployment.

Future Impact and Market Expansion

PepCare is poised to revolutionize orthodontic practice management across North America. With an ambitious goal of onboarding 1,000 orthodontists, the platform has already secured a strategic advantage through Dr. Kozak's relationship with Smile Doctors, North America's largest orthodontic network company. This partnership creates a streamlined pathway for rapid market penetration.

As the platform evolves into a full-featured solution, PepCare is set to become the leading software platform for orthodontic clinics, offering:

• Streamlined patient care and practice management
• Industry-specific features and capabilities
• Seamless integration with existing clinical systems
• Comprehensive support for patients, orthodontists, and clinical personnel

Through this digital transformation initiative, PepCare demonstrates how healthcare organizations can successfully leverage strategic outsourcing to create innovative, compliant solutions that address specific industry needs while maintaining the highest standards of patient care and data security.