Case Study: Transforming Healthcare Practice Operations with Intelligent Automation

Overview

A bustling healthcare practice in Los Angeles, CA, faced the challenges of managing increasing patient volumes, ensuring timely invoicing, placing accurate pharmacy orders, and maintaining patient records. The practice utilized the PracticeBetter EMR system but was burdened by manual tasks and inefficiencies across several key workflows.

Challenge

The healthcare practice faced numerous challenges, including:

Appointment Scheduling and Patient Invoicing: Multiple doctors with varied workloads found it difficult to keep up with appointment scheduling and patient invoicing due to manual updates and data entry.

Prescription Order Placement: Orders placed with pharmacies required manual processing, leading to delays and errors, affecting both doctors and patients.

Patient Note Generation and Understanding: Doctors struggled with generating comprehensive patient notes and interpreting them to recommend medications, causing inefficiencies in treatment.

Data Integrity and Compliance: Ensuring accuracy and maintaining up-to-date records in compliance with healthcare regulations was a critical pain point.

Solution

Auxiliobits leveraged a multi-faceted solution combining Generative AI, Intelligent Document Processing (IDP), and Robotic Process Automation (RPA). By integrating these technologies with the PracticeBetter EMR system, Auxiliobits automated critical processes to enhance operational efficiency and patient care.

Appointment Scheduling and Invoicing Automation:
An RPA bot was implemented to automate appointment bookings and manage patient invoices based on consultation fees and treatment services. The bot ensured up-to-date data entry in the EMR, reducing the burden on administrative staff and minimizing errors.
Prescription Order Placement Automation:
Using PracticeBetter’s APIs and IDP capabilities, the solution automated the extraction of prescription information and placed pharmacy orders seamlessly. This reduced order placement errors and improved patient medication delivery.
Patient Note Generation and Understanding with Generative AI:
Generative AI was used to assist doctors in generating detailed patient notes automatically based on initial assessments and medical observations. AI also analyzed these notes to identify key patterns and suggest medication options. The system cross-referenced historical data and medical guidelines to refine recommendations, making the treatment plan more reliable.
Automated Compliance Monitoring: With automated data integrity checks and regular updates, compliance was maintained across patient records and financial processes, enhancing the practice’s regulatory adherence.

Results Achieved

Auxiliobits’ intelligent automation solution led to significant improvements in the healthcare practice’s daily operations:

Enhanced Operational Efficiency: By automating scheduling, invoicing, and pharmacy order placement, the practice experienced a 40% reduction in manual workload and a 35% increase in operational throughput.
Improved Accuracy: Automated processes minimized human errors, ensuring over 99% accuracy in scheduling, invoicing, and order placement, thereby boosting patient satisfaction.
Streamlined Patient Care: The AI-powered patient note generation and understanding improved diagnostic efficiency, enabling doctors to focus more on patient interactions and clinical decision-making.
Increased Compliance and Data Integrity: Automated data checks and updates ensured accurate and compliant records, leading to zero data breaches or regulatory issues in the reporting period.

Client Benefits

The practice witnessed the following benefits:

Subjective Benefits: Doctors reported greater satisfaction with streamlined administrative tasks and reduced cognitive load, allowing them to devote more time to patient care.
Objective Benefits: A 50% increase in appointment throughput was achieved, and average patient wait times were reduced by 20%, enhancing overall patient satisfaction.

About Auxiliobits

Auxiliobits specializes in implementing intelligent automation solutions combining RPA, Generative AI, and IDP technologies. Our expertise helps healthcare organizations optimize their operations, improve patient outcomes, and achieve regulatory compliance with scalable automation strategies.