Bespoke Online Booking System for External Assessors

OVERVIEW
We're a care home group with 8 homes. We need a simple, self-service web booking tool for external assessors (DoLS Best Interests Assessors, CHC assessors, FNC reviewers, IMCAs, and others) to book their own visit slots to assess a resident. Currently done manually by phone/email — slow and time consuming. We want this replaced with a lightweight tool.

WHO USES IT
External assessors (primary users) — book their own slot, no account hassle.
Our central Assessments and Contracts team (oversees all 8 homes) — configures settings and sees all bookings.

CORE FEATURES
Public booking page(s) — one per home or a single page with a home selector.
Assessment type selection (DoLS, CHC, FNC Review, DST, IMCA, Best Interests Meeting, "Other" free text) — expandable later.
Live availability & direct booking — no manual approval needed for MVP.
Configurable minimum notice period per assessment type — e.g. DoLS bookable next day, CHC needs 2 weeks minimum, others TBC. Must be adjustable by our Assessments and Contracts team via a settings screen, not hardcoded.
Outlook Calendar integration (Microsoft Graph API) — bookings sync with real per-home calendars and auto-create events.
Automatic confirmation/reminder emails to assessor and home contact on booking, change, or cancellation.
Microsoft Teams integration — auto-generate a Teams link for remote/hybrid visits.
Booking form fields: assessor name/organisation/email/phone; resident's name; resident's DOB or NHS number; assessment type; "will staff time be required?" (Y/N); "will medical records be required?" (Y/N); "has NOK been notified?" (Y/N); free-text notes.
Self-service reschedule/cancel via link in confirmation email.
Central dashboard for the Assessments and Contracts team — view bookings across all homes, manage notice-period settings.

NICE-TO-HAVES (not required for MVP)
Per-home blackout dates; CSV/Excel export; SMS reminders.
TECHNICAL PREFERENCES

Must integrate with Microsoft 365 (Outlook + Teams) via Graph API or equivalent — no third-party calendar system.
Freelancer's choice of platform/stack, as long as it integrates well with M365 and is easy for us to maintain (please explain your approach, e.g. Power Apps/Power Automate vs custom web app).
Mobile-friendly, since assessors will often book from their phone.

DATA PROTECTION
Resident DOB/NHS number plus assessment type counts as special category health data under UK GDPR. Please address in your proposal: hosting/encryption (at rest & in transit); who can view resident-identifying records; retention/auto-purge policy; relevant experience with health-adjacent data in a UK/CQC-regulated context. No full medical records/care notes should be stored in the tool.
DELIVERABLES
Working system live across all 8 homes, link shareable with assessors. Outlook sync + Teams link generation, tested. Short (1-2 page) admin guide for the Assessments and Contracts team. Handover of admin credentials/access.
BUDGET & TIMELINE
Under £500 (MVP scope). A few weeks. Open to a phased approach — core booking + calendar sync first, nice-to-haves later if budget allows.
PLEASE INCLUDE IN YOUR PROPOSAL
Proposed tech approach and why it suits Microsoft 365; relevant experience with booking systems/Graph API/Outlook/Teams integrations; rough timeline and milestones; assumptions/questions given the budget.