Healthcare Provider Transforms Patient Documentation Workflows

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.

Key Benefits

• Administrative: 40%
• Accuracy: 95%
• Transition: 12 weeks

Technologies Used