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Fax Data Efficiency: Practical Healthcare Transformation

Jason Dzamba by Jason Dzamba - February 8, 2024

In 2022, Orlando Health faced a daunting net operating deficit of nearly $423 million. Fast forward to 2023, and the tide has turned. Through extensive and small strategic changes, they eradicated the deficit and achieved a staggering gain of $734 million. 

How did they do it? Part of the answer lies in the realm of digital healthcare transformation.

Streamlining Patient Data

Orlando Health embarked on a massive journey with Epic, a comprehensive health record system. They aimed to streamline patient data, consolidating records into a unified system accessible across facilities. 

A notable feature of this upgrade is the ability to exchange information with clinicians beyond Orlando Health, marking a significant step towards improved collaboration and patient outcomes.

Digital Prowess

Orlando Health’s digital prowess was noticed. They secured top rankings, including the prestigious Stage 7 Organization award from HIMSS. This accolade signifies their rapid adoption of health record technology, leading to superior patient outcomes. 

By placing technology in the hands of their staff, Orlando Health showcased tangible results in patient care. 

Healthcare Transformation Data: Fax Referrals and Patient Intake

To shed light on the practical aspects of healthcare transformation, we brought in Reno, a healthcare transformation data expert. His focus? The intake side and referral processes.

A healthcare facility spends an average of 5 minutes per referral, translating to approximately 600 hours annually. Beyond headcount savings, this newfound time can be reallocated to enhance patient care or experience. 

Importantly, this process involves only one enterprise healthcare ER system, raising the question: What does this look like as a scalable investment?

Cost-Efficient Document Data Transformation

Reno emphasizes the cost-effectiveness of automation. By taking the cost of one medical administrator, the initial investment for automation is only a third of that expense—approximately $20,000 to $25,000. 

As an early adopter in automation, OpenBots introduces usage-based pricing at $1.2 per bot runtime hour, offering substantial savings compared to traditional administrative costs. Healthcare leaders, burdened with fax-based documentation, stand to gain significantly. 

OpenBots’ solution addresses the labor-intensive processing of incoming faxes, liberating healthcare professionals from mundane administrative duties. This shift allows them to redirect their efforts toward enhancing the patient experience.

Implementation Timeframe

Contrary to lengthy application development or EMR system implementations, OpenBots boasts an implementation timeframe of 8 to 10 weeks. 

This efficient timeline ensures a swift integration, making it feasible for healthcare facilities to adopt digital transformation without prolonged disruptions.

Simplifying Document Processing

In a live demonstration, Reno showcases the document processing engine’s capabilities. This engine excels at classifying documents and extracting relevant data from semi-structured or unstructured formats. 

The ability to process handwritten documents in minutes sets it apart from traditional OCR engines.

Workflow Integration

A two-bot system is employed to streamline patient intake and referral processes. Bot 1, representing medical administrators, handles the initial sorting of faxes and pushes them to OpenBots Documents for extraction. 

Bot 2, emulating the role of medical filers, extracts data and seamlessly populates the ER system. This division of tasks ensures optimal efficiency in a healthcare facility’s operations.

Validation and Future Insights

The validation step, led by human personnel, becomes a crucial but optional task, primarily for handwritten documents. The feedback from providers indicates significant time savings—up to 600 hours annually. 

This newfound time can be channeled into revenue-generating activities, such as appointment bookings, marking a paradigm shift in healthcare operations.

Start Small, Achieve Big

For healthcare providers contemplating digital transformation, the key is to start small. Target specific operational inefficiencies, such as intake and referral processes, for immediate wins. 

These incremental successes build confidence and lay the foundation for broader organizational transformation. As the journey unfolds, the ultimate goal is efficiency and a reimagined healthcare experience for providers and patients.

OpenBots is an enterprise transformation platform helping businesses innovate the future of work with unparalleled GenAI document processing and automation.

Need help transforming your healthcare processes? Meet with us

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Jason Dzamba

About Jason Dzamba

Director of Media Relations, Productivity Strategist, and Host of Inside the Bot Podcast, Jason uses a process-driven approach to help leaders optimize their actions and achieve their most important business objectives. His creative outlet is painting abstract art and producing music. He lives in Orlando, Florida, with his three kids.

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