Software Development Proposal Template

Fernbyte FB-SOW-0142 · OCT 2026

PROPOSAL & STATEMENT OF WORK

Harbor Health

Patient App

Online booking, reminders and a patient portal for four clinics — designed, built and launched in twelve weeks.

Prepared for Dana Okafor, COO

Prepared by Fernbyte Studio

Timeline 12 weeks

Investment $64,800

Fernbyte × Harbor Health 01 — Scope

01 — What we heard & what we will build

Scope & phases

Harbor's four clinics book 2,300 visits a month by phone. Front-desk staff spend most mornings on reschedules and no-shows. This engagement moves booking, reminders and paperwork online.

From the discovery call

“Half our calls are people moving an appointment.” — Dana, COO “Patients fill the same form three times.” — Front desk lead “It has to work on an old Android phone.” — Dr. Patel “Live before the March flu rush.” — Dana, COO

Feature	Priority	Phase
Online booking Live availability across 4 clinics and 18 providers	Must	Build
SMS + email reminders 48 h and 2 h reminders, one-tap reschedule	Must	Build
Patient portal Intake forms once, visit history, invoices	Must	Build
Front-desk dashboard Day view, waitlist, no-show flags	Must	Build
Insurance card capture Photo upload with field extraction	Should	Build
Card payments Co-pays at booking, receipts by email	Should	Launch
Accessibility WCAG 2.2 AA, tested on low-end Android	Must	QA

Not in scope Native iOS / Android apps EHR migration Telehealth video

Wk 1–2 Discovery

Workshops, journey maps, data audit, success metrics.

Wk 2–5 Design

Flows, wireframes, UI kit, tested prototype.

Wk 4–10 Build

Booking engine, portal, dashboard, integrations.

Wk 9–12 QA & launch

AA audit, load test, staged roll-out, hypercare.

FERNBYTE STUDIO · FERNBYTE.DEV 02 / 06

Fernbyte × Harbor Health 02 — Timeline

02 — Timeline

12 weeks to launch

Two-week sprints with a live demo every Thursday. Design and build overlap so the first booking flow is clickable in week 4.

Workstream

W1Oct 19

W2Oct 26

W3Nov 2

W4Nov 9

W5Nov 16

W6Nov 23

W7Nov 30

W8Dec 7

W9Dec 14

W10Jan 4

W11Jan 11

W12Jan 18

DiscoveryWorkshops · audit

Kickoff → findings

UX & UI designFlows · prototype

Wireframes · UI kit · tests

Booking engineAvailability · reminders

API · calendar sync · SMS

Patient portalForms · history

Intake · invoices

Front-desk dashboardDay view · waitlist

Day view · flags

IntegrationsPractice mgmt · payments

PM system · payments

QA & accessibilityAA · load · devices

Audit · fixes

Launch & hypercareStaged roll-out

Go live

M1 · Oct 19 Kickoff Access, goals and sprint plan agreed.

M2 · Nov 20 Design sign-off Prototype tested with 8 patients.

M3 · Dec 18 Beta in 1 clinic Real bookings at the Eastside clinic.

M4 · Jan 22 Launch All four clinics, 30 days hypercare.

FERNBYTE STUDIO · FERNBYTE.DEV 03 / 06

Fernbyte × Harbor Health 03 — Team

03 — Your team

Five people, one channel

A small senior team that stays with you from kickoff to hypercare. You talk to the people who build it.

MC

Maya Chen Engagement lead

Runs the weekly demo and owns scope, budget and risk. 11 years shipping health and fintech products.

50%

PR

Priya Raman Tech lead

Architecture, integrations and security review. Led two HIPAA-compliant platform builds.

100%

LH

Leo Hart Product designer

Flows, UI kit and patient testing. Designs for small screens and older users first.

100% · wk 2–6

SO

Sam Ortiz Full-stack engineer

Booking engine, reminders and the front-desk dashboard.

100%

AL

Ana Lima QA & accessibility

Test plans, device lab and the WCAG 2.2 AA audit before launch.

50% · wk 6–12

On call DevOps · copywriter

Hosting set-up and microcopy review, billed inside the fixed fee.

Cadence Demo every Thursday 30 min, recorded, with notes in the shared channel.

Channel One shared channel Same-day answers, 9–6 ET, Mon–Fri.

Visibility Live board See every ticket, PR and release as it moves.

FERNBYTE STUDIO · FERNBYTE.DEV 04 / 06

Fernbyte × Harbor Health 04 — Investment

04 — Investment

Fixed fee, four phases

Phase	Weeks	Fee
Discovery Workshops, audit, success metrics	2	$6,400
Design Flows, UI kit, tested prototype	4	$14,400
Build Booking, portal, dashboard, integrations	7	$34,800
QA & launch AA audit, roll-out, 30 days hypercare	4	$9,200
Total	12	$64,800

Total investment $64,800 Fixed fee. Hosting from $180 / month after launch, billed at cost.

On signing · 30% $19,440 Starts the kickoff on Oct 19.

Beta live · 40% $25,920 When the Eastside clinic takes real bookings.

Launch · 30% $19,440 When all four clinics are live.

Changes. New work goes through a written change request with a fixed price before it starts.

Ownership. You own all code and designs on final payment. We keep the right to show the work.

Warranty. We fix defects found in the 30 days after launch at no charge.

Data. We sign your BAA. Patient data stays in your cloud account.

Validity. This proposal is valid for 30 days from Oct 10, 2026.

Payment. Invoices are due in 14 days by bank transfer or card.

FERNBYTE STUDIO · FERNBYTE.DEV 05 / 06

Fernbyte × Harbor Health 05 — Acceptance

05 — Acceptance

Let’s build it

Sign below to accept this proposal and statement of work. We start the Monday after signing.

Fernbyte Studio

Maya Chen

Name

Maya Chen

Title

Engagement lead

Date

Oct 10, 2026

Harbor Health

Name

Dana Okafor

Title

Chief Operating Officer

Date

Step 1 Sign E-sign this page. A countersigned copy comes back by email.

Step 2 Deposit We send the 30% invoice the same day.

Step 3 Kickoff 90-minute session with your clinic leads.

Kickoff · Monday, Oct 19 10:00 ET · Harbor HQ + video

FERNBYTE STUDIO · FERNBYTE.DEV 06 / 06