The Challenge

The regional healthcare network was drowning in paperwork that was stealing precious time from patient care and threatening their operational viability. Clinicians spent nearly 34% of their workday—a staggering 2.7 hours daily—on tedious documentation tasks instead of treating patients. Their fragmented system forced staff to enter the same patient information across four disconnected systems, creating a 12% error rate that compromised care quality and compliance. Insurance verifications dragged on for over 4 hours, delaying treatments and frustrating patients who were already anxious about their health. The documentation burden was so severe that it appeared prominently in exit interviews, contributing to an alarming 23% annual staff turnover rate. Most concerning were the declining patient satisfaction scores, with 42% of negative feedback directly citing documentation delays—a clear sign that paperwork problems weren't just administrative issues but were actively undermining the healthcare mission.

Our Solution

We engineered a comprehensive Power Automate ecosystem that transformed the healthcare network's documentation approach from a fragmented paper-digital hybrid into a streamlined, intelligent workflow. Our solution began with a thorough two-week assessment where we shadowed clinical staff and mapped 27 distinct processes to identify automation opportunities. We then implemented a multi-phase solution featuring custom Power Apps forms with built-in validation that fed directly into their EHR systems, intelligent document processing using AI Builder that extracted information from insurance cards and medical records with 97.8% accuracy, and 34 distinct cross-system workflows that connected previously siloed scheduling, EHR, billing, pharmacy, and laboratory systems. The solution included comprehensive compliance automation with real-time dashboards and automated reporting that maintained regulatory adherence while dramatically reducing manual effort. Implementation followed a carefully planned 16-week timeline with phased deployment across their five facilities.

Technologies Used