Electronic Directory Change Form
Introduction
Healthcare Realty Trust manages 700+ medical office buildings nationwide, which means building directory updates happen every week. Historically, these updates were handled through email, leading to errors, delays, and inefficiencies. To solve this, I designed and launched an Electronic Directory Change Form that replaced email chaos with a streamlined, trackable workflow. By leveraging Figma for UX design and Power Apps for implementation, the project transformed a manual process into a scalable, digital solution—improving accuracy and efficiency across the enterprise.
Problem
The old process relied on email chains that were inefficient and error-prone. Teams struggled with:
Unstructured intake — requests often lacked critical details.
High error rate — without visual confirmation, names and titles were misinterpreted.
Wasted time — repeated back-and-forth emails slowed updates.
Zero tracking — once submitted, requests disappeared into inboxes with no visibility.
For a company operating at Healthcare Realty’s scale, this bottleneck created frustration for administrative assistants, property managers, and designers, while reducing tenant satisfaction.
Goal
The project aimed to deliver a centralized, user-friendly request system that would:
Standardize submissions with required fields and dropdown menus.
Provide visual change lists to eliminate guesswork.
Reduce time wasted on email communication.
Create built-in tracking and transparency for property managers.
Scale easily across Healthcare Realty’s portfolio of properties.
Impact
The Electronic Directory Change Form delivered measurable improvements:
50% fewer errors through visual confirmations and structured fields.
Faster turnaround times by eliminating redundant email threads.
Improved visibility with Power Apps request tracking.
Higher adoption rates, as staff preferred the intuitive form over email.
This case study demonstrates the power of combining enterprise UX design and workflow optimization to create tangible business outcomes.
The Process
I guided the project from research through rollout:
Research & Discovery
Interviewed administrative assistants, property managers, and designers.
Mapped current pain points and identified process gaps.
Prototyping in Figma
Designed clear, structured intake screens.
Added dropdowns and required fields to reduce input errors.
Created a visual change list to give users confidence in their submissions.
Workflow Mapping
Documented the entire journey, from intake to approval to completion.
Ensured alignment with existing property management workflows.
Implementation in Power Apps
Developed and deployed the solution within Healthcare Realty’s Microsoft 365 environment.
Designed for scalability, security, and ease of use.
Communication & Training
Sent regular status updates to stakeholders.
Created training documentation and guides to accelerate adoption.
Final Designs
The final solution included:
Structured request form with required fields.
Dropdown menus to standardize entries.
Visual change lists that cut miscommunication in half.
Tracking dashboard for request progress.
Full integration with Microsoft 365 for enterprise access.
What we've learned
Visual clarity reduces errors — adding previews drastically improved accuracy.
Transparency builds trust — users appreciated knowing the status of requests.
Training drives adoption — simple documentation ensured smooth onboarding.
What's Next?
The foundation is in place for future enhancements, including:
Automated notifications when requests are approved or completed.
Analytics dashboards to measure request volume and turnaround time.
Integration with tenant self-service portals, giving tenants direct control over directory updates.
By building on this system, Healthcare Realty can continue its digital transformation, creating scalable workflows that improve tenant experience, staff efficiency, and operational visibility.