Building a HIPAA-compliant Surrogacy Journey Management Platform

Project Brief

One Platform. Every Stakeholder. Zero Gap.

A surrogacy journey is deeply personal, emotional, and incredibly complex. Our client, a global surrogacy program management company operating across Colombia, Mexico, Albania, and Ghana, saw the growing strain this created. Parents were left waiting for updates, case managers were buried in manual coordination, and surrogates often struggled with fragmented communication and language barriers.

They approached Tech Exactly with a clear vision: one unified HIPAA-compliant platform for everyone involved.

As we explored the workflows, one challenge stood out immediately: how do you create one platform that works equally well for intended parents seeking clarity, surrogates needing simplicity, case managers handling dozens of journeys, and admins managing compliance across multiple countries?

That became our focus. To build a connected ecosystem that simplifies coordination, reduces uncertainty, and makes a complex global process feel far more human.

Project Type:
Surrogacy journey management mobile application

Client Location:
Mexico

Engagement Period:
5 months and ongoing

Services

iOS & Android

UI/UX Design

Backend & API

Odoo Integration

QA & Security

Integrations

Odoo ERP

Firebase

Calendly

Twilio

The Problem: Existing Process Gaps

Before the platform existed, this is what a day actually looked like for the people involved.

Intended Parents:

"We didn't know if the transfer had happened, what to sign, or what came next. We were completely in the dark."

No updates, no clarity, and a lack of connection to the process.

Surrogates & Egg Donors:

"The instructions were in English. I didn't always understand what I was supposed to do or when."

Critical information in English only, leaving non-English speakers uncertain.

Case Managers:

“Just to answer 'where are we at?' I'd check my spreadsheet, WhatsApp, email, and a shared folder. Multiply that by 20 cases."

No single source of truth across dozens of active cases.

Admin & Compliance Teams:

“Every time we needed to reconcile a payment or check a contract signature, it was a manual hunt. And our Odoo sync was always out of date."

Everything is manual with no consolidated view and constant risk.

Our Approach:

How do you build one platform that feels completely different to five different people, each with different languages, devices, and levels of technical confidence?

We started by mapping the entire surrogacy journey… every stage, before designing a single screen. That map became the blueprint for everything we built.

The 18-stage journey

Grouped into five phases, pre-matched through post-birth

Phase 01

Pre-Match

Onboarding

Initial Consultation

Screening

Profile Review

Phase 02

Legal & Match

Matching

Legal Review

Contract Signing

Phase 03

Clinical

Medical Clearance

IVF Preparation

IVF Cycle

Embryo Transfer

Phase 04

Pregnancy

Pregnancy Confirmation

Trimester Tracking

Prenatal Appointments

Delivery Planning

Phase 05

Birth & Close

Delivery

Post-Birth Documentation

Follow-Up

Solution: Building One Unified Platform for Everyone

Our goal was to replace fragmented tools with a single platform that keeps every stakeholder informed, aligned, and supported.

Role-Based Experience Design

Rather than building one interface for everyone, we created five distinct experiences:

Intended parents see journey timeline, milestone updates, and documents
Surrogates get appointment reminders and payment tracking
Egg donors see cycle progress and screening status

Case managers get multi-case visibility, task alerts, and messaging
Admins get compliance dashboards, Odoo sync logs, and cross-program analytics.

Unified Case Manager Dashboard

One command center replacing spreadsheets, WhatsApp, and email.

Filtered views by case status, program, or urgency
Real-time updates when documents are uploaded or milestones are hit
Integrated messaging with all stakeholders in one place
Proactive task alerts before things go overdue

Multilingual & Accessibility-First UI

Built for Spanish-speaking surrogates on mid-range Android devices:

Full Spanish translation across medical terms, legal instructions, and notifications
Simple navigation with large buttons and minimal text
Push reminders and offline-friendly core features

Odoo-Integrated Layer

Eliminated manual ERP syncing and the risk that came with it. We built:

Two-way Odoo sync for contracts, payments, and case statuses
Timestamped audit logs for every action taken
Consolidated compliance view across all four countries
Automated payment reconciliation

HIPAA-Compliant Security Infrastructure

We developed the platform with data privacy as a foundation and not as an afterthought.

End-to-end encrypted data storage
Role-based access control across all user types
Secure document storage, sharing, and digital signatures

The Experience

Five Users. Five Experiences. One Connected Platform.

Intended Parents

Journey visibility, documents, communication

They open the app and immediately see where they are in the 18-stage journey, what’s done, what’s active, what’s next. No more waiting for emails.

Surrogates

Appointments, payments, Spanish-first UI

Their version is built entirely in Spanish – medical terms, legal instructions, push notifications, all of it. Payments tracked clearly. Reminders specific and timely.

Egg Donors

Cycle tracking, privacy, reminders

They see exactly where they are in their cycle – screening status, upcoming appointments, what’s expected at every step. Data handled privately and securely.

Case Managers

Multi-case oversight, alerts, messaging

From juggling six tools to one command center. Every case visible in a single filtered view – active, overdue, by country, by stage.

Admin / Compliance

Cross-program visibility, Odoo sync, audit trails

All four programs in one consolidated view. Odoo sync is live and automatic be it contracts, payments, and case statuses flow both ways.

See The App in Action

BUILT with

The Stack Behind the Platform

Every technology choice was made for performance, security, and scale.

Tech Stack

React Native
Laravel
AWS

Platforms

iOS
Android

Languages

English & Spanish

Security

HIPAA · Encrypted · RBAC

The Impact We Created

User Roles Added

Journey Stages Tracked

0 %

HIPAA Compliant

Global Programs In One View

Manual ERP Syncs

Closing Thoughts

"The problem was never the people. It was never even the process. It was the absence of connection between the systems they relied on."

The result of moving from disconnected operations to a fully integrated surrogacy mobile app development platform meant a transparent and structured process for all individuals involved in surrogacy: Intended Parents, Case Managers, Surrogates, and Donors. 

This project was much more than just developing an app. It was about developing technology that delivers a human connection at a time when those connections are critical. If you have an idea worth building, we'd love to hear it – info@techexactly.com