ElectroNeek Case Studies Automating Repetitive Tasks to Drive Innovation and Revenue Growth in the Healthcare Industry

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	Automating Repetitive Tasks to Drive Innovation and Revenue Growth in the Healthcare Industry ElectroNeek

Automating Repetitive Tasks to Drive Innovation and Revenue Growth in the Healthcare Industry

ElectroNeek

Applicable Industries	Chemicals Healthcare & Hospitals
Applicable Functions	Human Resources Product Research & Development
Use Cases	Leasing Finance Automation Retail Store Automation
Challenge	A leading healthcare organization in North America was facing significant challenges in managing patient communications and record management processes. The hospital's Patient Care Advocates (PCAs) were responsible for creating and sending reminder letters for upcoming appointments, a task that was both time-consuming and prone to human error. Each letter required unique customizations based on the patient, taking up to 10 minutes to create and print each one. High employee turnover further exacerbated the situation, with the number of PCAs dropping from 24 to 10 in the spring of 2022. The healthcare industry's increasing demand for medical services and a decreasing pool of workers added to the urgency of finding a solution to streamline these repetitive tasks and improve efficiency. Read More
About Customer	The customer is a leading healthcare organization based in North America. The organization provides integrated health services and patient care, with a focus on improving healthcare delivery efficiency. The hospital has a team of Patient Care Advocates (PCAs) responsible for ensuring patients receive reminder letters for upcoming appointments. These letters are customized for each patient’s needs and appointment type. However, the hospital was struggling with high employee turnover and the time-consuming nature of creating and printing these customized letters. Read More
Solution	The hospital partnered with Trumpet, an IT service provider, to automate the process of generating custom letters for patients. Trumpet built an automation using ElectroNeek's Subscription Model that allowed the PCAs to queue eligible patient records and pick up the letters at the printer after the automation generated the custom letters. The automation bot worked in their electronic medical records (EMR) software, monitoring a queue of patients using built-in filters. The bot identified various information elements from the patient record and stored them in memory for use within the letter. It referred to a set of configuration files made by the PCA team to generate each element of the letter that needed to be customized according to the patient’s appointment, special instructions, and doctor information. The automation combined these elements into a basic letter template stored in the EMR to create the final customized letter that was saved digitally first into the patient record and then sent to the office printer. Read More Log in to view content
Contents

Applicable Industries

Chemicals

Healthcare & Hospitals

Applicable Functions

Human Resources

Product Research & Development

Use Cases

Leasing Finance Automation

Retail Store Automation

Challenge

A leading healthcare organization in North America was facing significant challenges in managing patient communications and record management processes. The hospital's Patient Care Advocates (PCAs) were responsible for creating and sending reminder letters for upcoming appointments, a task that was both time-consuming and prone to human error. Each letter required unique customizations based on the patient, taking up to 10 minutes to create and print each one. High employee turnover further exacerbated the situation, with the number of PCAs dropping from 24 to 10 in the spring of 2022. The healthcare industry's increasing demand for medical services and a decreasing pool of workers added to the urgency of finding a solution to streamline these repetitive tasks and improve efficiency.

About Customer

The customer is a leading healthcare organization based in North America. The organization provides integrated health services and patient care, with a focus on improving healthcare delivery efficiency. The hospital has a team of Patient Care Advocates (PCAs) responsible for ensuring patients receive reminder letters for upcoming appointments. These letters are customized for each patient’s needs and appointment type. However, the hospital was struggling with high employee turnover and the time-consuming nature of creating and printing these customized letters.

Solution

The hospital partnered with Trumpet, an IT service provider, to automate the process of generating custom letters for patients. Trumpet built an automation using ElectroNeek's Subscription Model that allowed the PCAs to queue eligible patient records and pick up the letters at the printer after the automation generated the custom letters. The automation bot worked in their electronic medical records (EMR) software, monitoring a queue of patients using built-in filters. The bot identified various information elements from the patient record and stored them in memory for use within the letter. It referred to a set of configuration files made by the PCA team to generate each element of the letter that needed to be customized according to the patient’s appointment, special instructions, and doctor information. The automation combined these elements into a basic letter template stored in the EMR to create the final customized letter that was saved digitally first into the patient record and then sent to the office printer.

Impact #1	The implementation of the automation solution significantly improved the hospital's operational efficiency. The automation bot eliminated human error in the letter generation process, ensuring that all letters were accurate and sent out promptly. The PCAs were able to use the time saved to set more appointments, getting patients in sooner and 'closing the loop' with patients to confirm they attended their appointment and to schedule any additional appointments. The success of the automation project inspired the PCA team to reorganize their team, moving half the PCAs off scheduling altogether and allowing them to focus solely on 'closing the loop.' This restructuring allowed the entire department to complete other responsibilities more efficiently and provide better patient care.

Impact #1

The implementation of the automation solution significantly improved the hospital's operational efficiency. The automation bot eliminated human error in the letter generation process, ensuring that all letters were accurate and sent out promptly. The PCAs were able to use the time saved to set more appointments, getting patients in sooner and 'closing the loop' with patients to confirm they attended their appointment and to schedule any additional appointments. The success of the automation project inspired the PCA team to reorganize their team, moving half the PCAs off scheduling altogether and allowing them to focus solely on 'closing the loop.' This restructuring allowed the entire department to complete other responsibilities more efficiently and provide better patient care.

Benefit #1	The automated workflow now produces 100% of the hospital’s referral letters.
Benefit #2	The automation saves about 2 Full-Time Equivalents (FTEs) worth of time across the PCA team.
Benefit #3	The automation bot gets their letters out the door on the same day the appointments are scheduled.

Benefit #1

The automated workflow now produces 100% of the hospital’s referral letters.

Benefit #2

The automation saves about 2 Full-Time Equivalents (FTEs) worth of time across the PCA team.

Benefit #3

The automation bot gets their letters out the door on the same day the appointments are scheduled.

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Overview

Automating Repetitive Tasks to Drive Innovation and Revenue Growth in the Healthcare Industry

Operational Impact

Quantitative Benefit