Healthcare workflow automation
Patient intake and reminders that cut no-shows for a multi-clinic group
Front desk staff re-keyed paper intake forms, chased confirmations by phone, and still faced a double-digit no-show rate. We automated digital intake, insurance checks and multi-channel reminders with privacy controls built in, so clinicians see more patients and staff do less data entry.
- Client
- Multi-site outpatient clinic group
- Region
- United States
- Scale
- 12 clinics
- Timeline
- 8 weeks, rolled out clinic by clinic
Representative engagement. Client details are anonymised and figures reflect typical outcomes from comparable deployments.
What the client got
0%
Reduction in no-shows
From reminders with one-tap confirmation and waitlist backfill.
0 hrs
Front desk time saved per clinic per week
No transcription, no confirmation calls.
0
Eligibility surprises at check-in
Coverage issues are resolved before the visit.
The bottlenecks
Bottleneck 1
Intake was paper, then typing
Patients filled clipboards in the waiting room and staff transcribed them into the practice system, with errors and delays.
Bottleneck 2
Confirmation calls consumed the morning
Staff phoned the next day's patients one by one. Many did not answer; some did not show.
Bottleneck 3
Insurance surprises at the desk
Eligibility was checked at check-in, so coverage problems surfaced when the patient was already in the room.
What we built
Step 1
Digital pre-visit intake
Patients complete intake, consent and history on their phone before the visit. Structured data writes directly to the practice management system.
Step 2
Automated eligibility checks
Insurance is verified automatically two days before the appointment. Problems trigger a staff task and a patient message before the visit.
Step 3
Smart reminders
SMS and email reminders at the right intervals, with one-tap confirm or reschedule. Unconfirmed slots are offered to the waitlist automatically.
Step 4
Privacy by design
All automation runs on compliant infrastructure with encrypted transport, minimal data retention and an audit trail, with no protected health information sent to third-party AI models.
The automation workflow
Pre-visit automation flow
Booking to confirmed, verified, prepared patient
Questions clients ask about this engagement
Is this HIPAA compliant?
The workflow is designed for HIPAA requirements: compliant hosting with a signed agreement, encryption in transit and at rest, minimal retention, and no protected health information passed to external AI models.
Does it integrate with our EHR?
We integrate through the practice management or EHR vendor's API. We confirm the specific system during the audit before committing to a timeline.
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Have a similar bottleneck?
Tell us how the work happens today. We will show you the workflow we would build and prototype it on your own process.