Healthcare Appointment Automation
How a multi-location medical practice eliminated no-shows and doubled patient satisfaction
92%
No-Show Reduction
$380K
Revenue Recovery
98%
Patient Satisfaction
8K+
Appointments/Month
Client Overview
A multi-specialty medical practice with 5 locations, 18 physicians, and 8,000+ patient appointments per month. The practice serves diverse communities with high patient volume across primary care, pediatrics, and specialty services.
With a 22% no-show rate costing $380K annually, manual reminder calls consuming 25 staff hours daily, and patient complaints about wait times and communication, the practice needed a comprehensive automation solution.
The Challenge
“We were losing nearly a quarter million dollars to no-shows every year. Our front desk staff spent half their day calling patients for reminders, and we still had gaps in our schedule. Patients were frustrated with busy phone lines, and our team was burned out.”
— Practice Manager, Multi-Specialty Medical Group
Our Solution
We implemented an intelligent healthcare workflow automation platform that integrates with their EHR system (Epic), patient portal, and communication channels (SMS, email, voice). The solution provides automated scheduling, multi-channel reminders, and real-time waitlist management.
📅
Smart Scheduling
AI-powered appointment booking via patient portal, SMS, and phone. Automatic provider matching based on specialty, availability, and patient history. Real-time calendar sync across 5 locations.
🔔
Multi-Channel Reminders
Automated SMS, email, and voice reminders at 7 days, 2 days, and 2 hours before appointments. Smart escalation for high-risk no-show patients. Two-way confirmation with easy rescheduling.
⏱️
Waitlist Automation
Intelligent waitlist management that automatically fills cancellations. Priority matching based on urgency, location preference, and patient history. 85% fill rate for cancelled slots.
📊
Patient Communication Hub
Automated pre-visit forms, post-visit surveys, prescription refill reminders, and lab result notifications. Centralized communication log for compliance and patient satisfaction tracking.
Results & Impact
No-Show Rate
92% reduction (from 22% to 1.8%)
Revenue Recovery
$380K annually from filled appointments
Staff Efficiency
25 hours/day freed from manual calls
Patient Satisfaction
98% satisfaction rate (up from 76%)
Wait Time
60% reduction in phone hold times
Slot Utilization
85% fill rate for cancelled appointments
Quick Facts
Industry
Healthcare / Medical Practice
Appointment Volume
8,000+ appointments/month
Implementation Time
6 weeks
ROI Timeline
2 months
Technologies
Epic EHR, Twilio SMS, SendGrid, Patient Portal, n8n
Ready to Eliminate No-Shows?
Let’s discuss how we can help you automate appointment management, improve patient communication, and maximize your practice revenue.
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