Workflow Automation for Medical Practices
Your staff spends hours on tasks that follow predictable patterns: checking insurance eligibility, processing referrals, sending faxes, following up on authorizations. These workflows can be automated—freeing your team for work that actually requires human judgment.
What Is Workflow Automation?
Workflow automation uses software to execute repetitive tasks that currently require human effort. In medical practices, this typically means administrative processes that follow consistent rules and patterns.
The goal isn't to replace your staff—it's to eliminate the mundane tasks that burn them out. When a human doesn't need to be involved, a human shouldn't be involved.
Key Distinction
Workflow automation handles tasks that follow rules. AI handles tasks that require judgment. Often, the best solutions combine both—automation for the routine parts, AI for the decisions.
What Can Be Automated?
Almost any process that follows consistent steps is a candidate for automation. Here are common starting points for medical practices:
Insurance Verification
Automatically verify patient insurance eligibility before appointments. No more phone calls to payers or manual portal checks.
Prior Authorization Status
Track prior authorization requests automatically. Get alerts when authorizations are approved, denied, or need follow-up.
Referral Processing
Route incoming referrals, extract key information, and create tasks for follow-up. Stop manually sorting through faxes.
Document Processing
Extract information from incoming documents—lab results, referral letters, insurance cards—and route to appropriate staff or systems.
Fax Management
Incoming faxes automatically categorized, routed, and organized. No more printing, sorting, and scanning.
Task Notifications
Automated alerts when tasks need attention: labs to review, callbacks to make, authorizations expiring. Nothing falls through the cracks.
How We Approach Automation
1. Start with Pain Points
We don't automate for the sake of automating. We start by identifying what's actually causing problems: What takes too long? What gets dropped? What frustrates your staff? Those are the targets.
2. Map Current Workflows
Before automating anything, we document how things work now. Often, the mapping process reveals inefficiencies that can be fixed without any technology—just better processes.
3. Design the Automation
We design automations that work with your existing systems. The goal is enhancement, not replacement. Your staff should feel like they have a helper, not a new system to learn.
4. Build and Test
We build automations incrementally, testing each piece before moving forward. Edge cases and exceptions get handled before you go live.
5. Deploy Gradually
New automations run in parallel with existing processes initially. Staff can verify results and build confidence before full handover.
6. Monitor and Optimize
Automations need ongoing attention. We monitor for failures, optimize for efficiency, and adapt as your practice changes.
Working Alongside Your EHR
Most medical practice automations need to interact with your EHR in some way. We're straightforward about what's possible and what's not.
What We Can Do
- Build automations that work alongside your EHR
- Use available APIs and integration points
- Create workarounds that don't require EHR modification
- Coordinate with your EHR vendor when needed
What Depends on Your EHR
- Deep integrations depend on what your EHR allows
- Some EHRs have better APIs than others
- Certification and approval processes vary
We'll assess what's possible with your specific EHR during discovery. No promises we can't keep.
What Results Can You Expect?
Time Savings
Staff spend less time on repetitive tasks. That time goes to patient care or higher-value work.
Fewer Errors
Automation doesn't get tired, distracted, or have bad days. Consistent execution, every time.
Faster Turnaround
Automated processes run immediately. No waiting for someone to get to it.
Happier Staff
Nobody went into healthcare to process paperwork. Automation handles the drudgery.
Workflow Automation by Specialty
Nephrology
Nephrology practices deal with complex care coordination: dialysis scheduling, transplant workups, referral management, and insurance requirements that change constantly.
- • Referral intake and routing automation
- • Prior authorization status tracking
- • Lab result routing and alerts
- • Care coordination documentation
Eye Care
Eye care practices juggle multiple workflows: surgical scheduling, optical orders, insurance verification for different service types, and patient communications across service lines.
- • Pre-surgical verification workflows
- • Optical order processing
- • Multi-location coordination
- • Recall and follow-up automation
Ready to Automate the Repetitive Stuff?
Let's identify the workflows that are draining your team's time. We'll assess what can be automated and give you a realistic plan for implementation.