Amphibious Medics scales on-demand occupational healthcare with Zoho Creator

The company

Amphibious Medics is an Orlando-based occupational healthcare company that has been delivering medical support services across the United States since 2001. Originally founded as a set medic company serving Hollywood film productions, the organization has evolved into a multi-division healthcare provider operating across demanding and often remote environments. Their clients range from landscaping and equipment rental firms to large-scale construction companies, data centers, and last-mile infrastructure operators.

The On-Call division acts as an embedded medical partner for businesses that can't justify a full on-site clinic. When a worker is injured at a remote job site or a small construction project, Amphibious Medics steps in as the critical first line of response, dispatching a local technician or connecting the employee with a provider via telehealth video.

The company offers a wide range of services, including initial medical e-visits, in-person responses, follow-up care, drug and alcohol screenings, X-ray scheduling, and most recently virtual athletic trainer assessments for musculoskeletal injuries.

The problem

In its early years, the On-Call division managed operations through a combination of paper forms and manual data entry. Field technicians would hand-fill triage forms on-site, then photograph or email them back to dispatch. Dispatchers would then manually re-enter that information into a PDF for recordkeeping and separately again into a database for tracking purposes. Each case could take up to three hours to fully process, and with a small team of five handling roughly 30 calls per month, this fragmented workflow was just barely manageable.

When a worker required escalation to off-site care, supervisors only learned of this through a post-call debrief, meaning critical information traveled slowly up the chain of command. In parallel, an internally developed proprietary software solution had been in use for the on-site clinic division since around 2018, but the cost of maintaining it was ballooning. Every update required a third-party developer and a 30-day turnaround, creating bottlenecks that slowed the business at a time when it needed to accelerate.

The solution

Amphibious Medics has been a Zoho user since 2009, first using Zoho Creator to track injuries at extreme sporting events. As the business grew, its use of the platform expanded alongside it.

Today, the On-Call division runs on a comprehensive Zoho Creator-based operations platform, developed with support from Zenatta Consulting, a Zoho Premium Partner. It acts as the central command center for the entire division, bringing all critical workflows into one place.

The solution includes several purpose-built modules:

Dispatch and case management

This is the central hub where all cases are logged and managed from first contact to resolution. Dispatchers assess each situation, decide the level of care needed, and coordinate technician visits or telehealth sessions within a single interface, supported by automated alerts and workflows.

Client and account CRM

This module manages 240+ client accounts and over 3,500 locations. It stores service preferences, client protocols, and location-specific instructions, including required screenings and notification contacts.

Technician and responder integration

A custom API integration with Zoho Recruit allows dispatchers to pull technician details into Creator using a candidate ID. This provides instant access to contact information, credentials, and availability, while also triggering SMS alerts, paperwork links, and assignment confirmations.

Client portal

Launched in late 2024, the portal gives clients secure logins to access case records, medical documents, and reports in real time. Built with PHI compliance in mind, it removes the need to share sensitive information over email and allows controlled file downloads.

Escalation notification system

This is a simple dashboard that lets dispatchers instantly notify HR teams and supervisors when a case requires off-site care. With one action, they can capture the reason and send alerts to all relevant stakeholders, reducing delays in communication.

Zoho Bookings integration

Integrated directly with Creator, Zoho Bookings enables easy scheduling of follow-up appointments, including virtual athletic trainer sessions for musculoskeletal assessments.

The team is also developing a ChatGPT integration to help technicians create structured reports faster and improve documentation quality.

Benefits and ROI

The impact of the Zoho Creator deployment has been clear across efficiency, client outcomes, and scalability:

• Higher throughput with minimal headcount growth: The team scaled from 30 calls per month with 5 staff to 500–600 calls with just 7, significantly improving per-person productivity.
• Faster case processing: What once took up to 3 hours per case is now handled through a streamlined digital workflow, where data is entered once and automation manages the rest.
• Shorter consultation times: Telehealth sessions dropped from 45 minutes (phone) to 25–30 minutes (video), speeding up return-to-work times and improving employee experience.
• Real-time escalation updates: Instant notifications replaced delayed communication, allowing HR teams to act immediately when off-site care is required.
• Stronger data security: Sensitive health information is now shared through a secure client portal instead of email, improving compliance and control.

Looking forward

Amphibious Medics is in the midst of a significant platform evolution. A priority on the roadmap is connecting Zoho CRM with Creator so that new leads managed by the business development team automatically populate into the operations database to streamline client onboarding as the company continues to scale.

The AI-assisted report writing integration currently in development will enable field technicians to produce higher-quality clinical documentation faster, further differentiating the company’s service quality from competitors. As they scale further, the team is laying the groundwork to expand into Canadian telehealth, with plans to extend the Creator platform to support cross-border operations.

In parallel, SAVI EHS, the company’s safety subsidiary, is being brought onto Creator. Moving away from spreadsheets, the division will gain tools for account management, location tracking, personnel tracking, and eventually safety inspection logging, all within a single, unified system.