Primary Care Clinic: 40% Reduction in Administrative Time Through AI Automation

Summary

A growing primary care clinic with 12 providers was struggling with manual processes and documentation burden. Clinical staff spent 60% of their time on administrative tasks rather than patient care, and intake processes were taking twice as long as optimal.

Through AI and automation implementation, the clinic achieved a 40% reduction in administrative time, cut patient intake time by 50%, and improved patient satisfaction scores by 35%.

The Challenge

The clinic had reached a growth stage where manual processes were becoming a major barrier to quality care. Key challenges included:

• Manual chart entry across EMR system causing documentation delays
• Clinical staff spending excessive time on phone calls and scheduling
• Inconsistent patient intake processes creating bottlenecks
• Lack of real-time visibility into appointment availability and patient flow
• Difficulty scaling operations as patient volume increased

Our Approach

We focused on three main areas:

1. AI-Powered Documentation

Implemented voice-to-chart technology that automatically captures clinical notes during patient visits and syncs with their EMR system, including structured documentation and coding assistance.

2. Automated Patient Communication

Redesigned patient communication using AI phone calls and messaging that handle appointment booking, confirmations, reminders, and rescheduling automatically with intelligent routing.

3. Practice Analytics Dashboard

Built custom dashboards providing real-time visibility into appointment scheduling, patient flow, provider utilization, and operational metrics.

Implementation

Results