The Gouin Psychology Center is an organization that brings together psychologists and handles the administrative management of their activities, particularly in the context of psycho-legal assessments conducted for organizations and institutions. These assignments involve managing complex and highly sensitive cases, requiring rigorous coordination, complete traceability of information, and a high level of compliance with security and confidentiality standards.
For several years, the Gouin Psychology Centre had been considering the implementation of an application to simplify the management of requests for expert assessments and the coordination of appointments with psychologists. As needs have evolved over time, Nexus Innovations was commissioned to conduct a pre-development scoping exercise to clarify the project’s scope, align stakeholders around a common vision, and mitigate risks associated with unknowns before beginning the development phase.
Business Objectives
Before Nexus Innovations stepped in, request management relied primarily on a shared email inbox and SharePoint lists accessible to the entire team. Sensitive documents were circulated via email, information was fragmented, and coordinating psychologists’ availability relied heavily on the coordinators’ individual knowledge. This situation led to a high risk of human error, a significant administrative burden, and difficulty ensuring objective and equitable case assignment.
The Gouin Psychology Centre’s primary objective was to centralize all information related to requests for psycho-legal assessments, case files, subjects being evaluated, and psychologists’ availability, while reducing the time spent on assigning cases. The organization also sought to limit the circulation of confidential documents via email to enhance compliance with Bill 25, standardize communications, and improve tracking of service delivery.
Another key objective was to streamline the billing process by ensuring better integration with Business Central, which was already in use within the organization, in order to reduce discrepancies between services rendered and amounts billed, and to have a positive impact on cash flow.
Proposed solution
Following the scoping phase, Nexus Innovations proposed the development of a model-driven application entirely in French, based on Microsoft Dataverse and Power Automate, with native synchronization with Business Central. This application was designed to cover the entire lifecycle of forensic psychology requests, from receipt of the request to final invoicing.
The solution enables the management of requests, cases, subjects, documents, and clients within a single, structured environment. Each request can be tracked according to specific statuses, facilitating assignment to psychologists, scheduling of appointments, production of final reports, and tracking of deadlines. Psychologists gain greater autonomy by being able to assign themselves requests, add their reports directly into the system, and view all relevant information related to a case.
Document management is powered by SharePoint Online, with an architecture automatically generated for each request and each file. Access is synchronized with the permissions defined in the application, ensuring that only authorized users can view documents. Power Automate workflows handle the creation of document structures, access management, and the sending of communications, including appointment confirmations.
Integration with Business Central allows completed tasks to be synchronized with quotes and items in the accounting system, thereby simplifying invoicing and reducing manual processing.
Impact on the organization
The implementation of this solution has fundamentally transformed the way the Gouin Psychology Centre manages its forensic psychology assessments. Information is now centralized, structured, and accessible in one place, which significantly reduces the risk of errors and data loss in a context where data sensitivity is critical.
The coordinator now has more time to focus on value-added tasks rather than manually managing emails and calendars. Psychologists benefit from a smoother user experience, gain greater autonomy, and can focus more on their clinical practice.
Billing has become faster and more reliable thanks to psychologists’ direct entry of services and their synchronization with Business Central, which improves the organization’s overall cash flow. On average, the platform now handles about thirty claims per month, with a volume of approximately one hundred active cases, in a much more secure and sustainable environment than before.
Impact on the organization
The implementation of this solution has fundamentally transformed the way the Gouin Psychology Centre manages its forensic psychology assessments. Information is now centralized, structured, and accessible in one place, which significantly reduces the risk of errors and data loss in a context where data sensitivity is critical.
The coordinator now has more time to focus on value-added tasks rather than manually managing emails and calendars. Psychologists benefit from a smoother user experience, gain greater autonomy, and can focus more on their clinical practice.
Billing has become faster and more reliable thanks to psychologists’ direct entry of services and their synchronization with Business Central, which improves the organization’s overall cash flow. On average, the platform now handles about thirty claims per month, with a volume of approximately one hundred active cases, in a much more secure and sustainable environment than before.
Adoption of the solution
The solution is used by approximately twenty-two psychologists as well as the administrative team. Although this was the Gouin Psychology Centre’s first experience with the Power Platform, adoption proceeded smoothly and gradually, supported by training, documentation, and a post-deployment “hypercare” period.
Even after the departure of the executive director who spearheaded the project, the solution continues to be actively used by the current team. The organization is already planning future improvements and a continued partnership with Nexus Innovations, confirming the long-term value of the solution implemented.
Project team
The project was carried out in close collaboration between the teams at the Gouin Psychology Centre and Nexus Innovations.
The initial scoping and business process modeling were led by Dominic Larochelle, Power Platform Specialist, Jacques Alexandre Bergeron, Team Lead, and Alicia Villeneuve, Project Manager. Dominic Larochelle also served as the proxy Product Owner throughout the project.
The development of the application, guidance during the testing phases, and adoption support were primarily handled by Elric Beaudoin, Power Platform Specialist, with ongoing support from Dominic Larochelle.
Account management was handled by Samuel Lapointe, Corporate VP, who helped establish a relationship of trust and a lasting partnership with the client.
