Client Profile:
A regional healthcare network with 5 facilities and over 200 healthcare professionals serving approximately 75,000 patients annually was struggling with inefficient patient documentation processes. Their legacy systems required extensive manual intervention, consuming valuable clinician time and creating bottlenecks in patient care. Using a mix of three different electronic health record (EHR) modules and paper-based processes, their workflow had become increasingly fragmented as the organization grew.
Challenge:
- Clinicians spent an average of 2.7 hours daily on manual documentation tasks, representing nearly 34% of their workday
- Patient intake forms required redundant data entry across 4 disconnected systems, with an error rate of approximately 12%
- Insurance verification took an average of 4.2 hours, often delaying treatment authorization and creating patient dissatisfaction
- Monthly compliance reporting required 3 full-time staff members for a week to manually compile data from 7 different sources
- Patient satisfaction scores were declining, with documentation delays cited in 42% of negative feedback
- Staff turnover had reached 23% annually, with administrative burden mentioned as a primary factor in exit interviews
Our Approach:
After a comprehensive two-week workflow assessment that included shadowing clinical staff and mapping 27 distinct processes, Techseria implemented a multi-phase Power Automate solution:
1. Digital Form Integration:
- Deployed 12 custom Power Apps forms with built-in validation rules that automatically fed into the electronic health record (EHR) system
- Created intelligent routing based on patient condition and department
- Implemented barcode scanning for instant patient identification and record retrieval
2. Intelligent Document Processing:
- Implemented AI Builder to extract data from insurance cards with 97.8% accuracy
- Developed custom models to interpret physician referral documents and medical histories
- Created automated verification workflows that cross-referenced extracted data against multiple databases
3. Cross-System Automation:
- Built 34 distinct workflows connecting scheduling, EHR, billing, pharmacy and laboratory systems
- Developed real-time synchronization to eliminate duplicate data entry
- Created automated alerts for critical patient information across departments
4. Compliance Automation:
- Designed comprehensive dashboards for real-time compliance monitoring
- Built automated weekly and monthly reporting workflows with role-based access controls
- Implemented audit trails and verification steps to ensure regulatory adherence
Implementation Timeline:
- Weeks 1-2: Comprehensive process assessment and workflow mapping
- Weeks 3-4: Solution design and stakeholder approval
- Weeks 5-8: Development and testing of core automation components
- Weeks 9-10: Staff training across all five facilities
- Weeks 11-12: Phased deployment, starting with the largest facility
- Week 16: Post-implementation review and optimization
Results:
- 73% reduction in administrative documentation time for healthcare providers, returning approximately 2 hours daily per clinician to patient care
- Patient intake processing accelerated from an average of 20 minutes to under 5 minutes, with error rates dropping from 12% to under 1.5%
- Insurance verification now completed within 22 minutes on average rather than 4.2 hours, with 92% of verifications processed automatically without human intervention
- Compliance reporting time reduced by 85%, with improved accuracy and the reallocation of 2.5 FTEs to higher-value activities
- Patient satisfaction scores improved by 28% in the six months following implementation
- Staff retention improved by 17%, with administrative burden no longer appearing among the top five reasons for departure
- Annual savings of approximately $420,000 in administrative costs, with full ROI achieved within 8 months
- Increase in patient capacity by 14% without adding clinical staff, due to streamlined operations
Technology Components:
- Microsoft Power Automate: Core workflow automation platform
- AI Builder: Document processing and data extraction
- Power Apps: Custom form development and mobile interface
- SharePoint: Document repository and collaboration hub
- Power BI: Compliance dashboards and operational analytics
- Azure Active Directory: Security and role-based access control
Client Testimonial
“In healthcare, every minute spent on paperwork is a minute not spent with patients. Techseria’s Power Automate solution gave our clinicians back their time while improving our compliance and reducing errors. What impressed us most was their healthcare domain expertise—they truly understood our clinical workflows and regulatory requirements. The ROI wasn’t just financial—it transformed how we deliver care and helped us retain valuable staff.”
– Clinical Operations Director