Creating a improved operating efficiency in hospitals and group pratices using RPA.PPT
                     Creating a 
improved  
operating efficiency 
 in hospitals and  
group practices  
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Healthcare Industry and 
Systems
The Healthcare Industry is perhaps the biggest sector regarding service, care delivery, generating income and providing employment. 
 It frequently includes numerous departments offering complex types of services. Considering the idea of these services, it becomes  
obligatory for a COO (Chief Operations Officer) of a healthcare facility to keep the operations productive and the workflow well  
streamlined.
Healthcare systems and large medical groups have various departments with complex operations and directly report to the COO.  
Medical services of each department need to have a co-ordinated and interconnected workflow to facilitate efficiency in all services.  
Other operational processes apart from clinical care like RCM, collections and patient appointment scheduling, inpatient management, 
 creating patient charts/medical records and prescribing medications.
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These activities are either managed manually or digitally with the assistance of an EHR platform. However, EHR platforms have  
limitations as they are time intensive and resource intensive. In addition, manual inputs of data in the EHR platforms alongside 
the  everyday core manual activities makes it cumbersome for the personnel involved. The efficiency of internal workflow 
needs  additional sophistication to fill the gaps in the delivery of quality services.
What is 
RPA?
The new age technological update which uses 
 software technology to sophisticate services in 
 any type of Industry. The intent to increase  
quality services, standardize regular tasks, and  
improve efficiency can be better optimized with 
 the advent of Robotic Process Automation.
Why 
RPA?
Any industry thrives on the lines of accuracy, reliability and consistency. Healthcare Industry is no exception and RPA is the answer for the Healthcare 
 services that can deal with manual workload using softwares using Bots, repetitive tasks and assisting healthcare facilities with smoothing out   
processes, save labor costs, gain better proficiency, precision, security and improve the quality of patient care.
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RPA can provide easier competition of large volumes of patient or clinical data with ease and empower healthcare professionals 
 to concentrate on additional time in serving patients.
How can RPA 
help?
Let us have a look at how robotic automation can be of a leverage in operations and achieving efficiency. The key areas that can be of 
a  great challenge in contributing to the operations efficiency are as follows:
Maintaining patient data
All healthcare professionals are well aware that generating network patient population is a key to success for getting more revenue.  
However, this is a misconception. No matter how many patients a facility has it all comes to one area where they will have to use the  
patient network to provide accurate medical care.
If a multi speciality hospital COO would like to consolidate patient data they would be doing it manually and it affects the core areas  
where they should focus rather than doing data management, this is where RPA can assist hospital C level executives to simplify the  
process. For instance, a patient walks in for an internal medical issue and the doctor would like to use as many resources to find an  
accurate diagnosis and would need the assistance of other departments in this hospital such as radiology, labs and other screening  
departments.
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The patient data must be managed across all these departments when it comes to the  
final component of the medical service, to bill insurance for reimbursement. A custom  
made RPA bot can easily learn this process and intuitively learn from the doctor’s 
referral  notes that the patient requires all the screening processes to find out a 
diagnosis. All  collective data captured from various departments are recorded for future 
reference.
RPA bots can even create preset charts and medical reports ready so that the lab  
technician or radiologist can easily enter their tests or x-ray findings which can then be  
sent to the referred doctor.
Registration Issues
Registration does not mean just registering patients on the hospital or a facility’s  
database by verifying their complete demographic data, insurance information etc.  
Front office staff are usually occupied dealing with patient’s visits and guidance  
through the care process. They lack time to verify each and every information the  
patient provides.
Sometimes patients tend to overlook their outdated information and just provide them. 
 Implementing RPA will allow a healthcare facility’s COO to streamline this process by  
using bots which can cross verify with their past visits if they are an existing patient or 
 check eligibility and benefits using RPA bots which are dedicated only for this patient 
 registration tasks.
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This eliminates pre billing errors like incorrect patient name, date of birth, insurance plan information, COB (primary,
secondary  insurance plans) and specialty specific coverage information. This allows all claims to be clean claims and easily bypass 
the EDI edits.
Channeling various 
departments
A healthcare facility does not always  
contain a doctors office, most specialty  
specific large health groups which have  
multiple branches throughout the state or
health systems contain in house 
departments which also provide  a
 range of services like therapists,winduerse
practitioners, ancillary staff etc.
They will need interoperability with automated systems in place for a smooth transition of patient data across these departments. It 
has  always been the responsibility of the patient to manually provide the paper documents given by their doctors. RPA bots which 
are  dedicated to creating a smart environment by automatically learning the patient’s illness and directs them to the respective  
departments with less paperwork and allows them to be more engaged with the treatment in turn saving time and reducing the 
chance  of them leaving for second opinions.
COOs looking to maintain a smooth interdepartmental workflow would choose RPA for better results in reimbursement.
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Reducing human 
errors
Errors are one of the key factors determining the rate of reimbursement 
 received by the hospital or health system. According to a study by  
HMFA errors made during the appointment and after the medical care 
 is around 40% across the country.
Each of these processes will result in lesser errors and allow the COO 
to  conduct training of the employees which have scored highest 
errors by  the reports provided by the audit bots analytics.
Lack of 
staffing
Staffing is a burden when it comes to healthcare organizations. Even though they have hired a suitable staff there are always higher work burdens  
resulting in burnout of the employees and causing them to leave your organization. Eliminating repetitive tasks with higher volumes will allow lesser  
work burden and quality of work provided by in house staff. Cost reduction is higher when implementing RPA to reduce staffing problems.
If each of the above areas are improvised to achieve better accuracy, reliability and consistency, smooth and hassle-free operations can yield great  
results for medical practices and hospitals.
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The major focus areas which require streamlined 
operations:
Reports & Dashboards 
New Patient Registration Payment Posting Claim Validation 
 Supply Chain
 Appointment AR (Accounts Receivable)  Claim Logging
Data Management 
Scheduling  Care  PAR (Patient AR) Claim Denials & 
 R&D
Coordination Appeals
Advantages of RPA to increase Operational Efficiency
Interoperability – Fills the gaps between existing systems such as EHR, EMRs, PMS, Patient financials automation. Accessing data  
across all platforms and departments.
Cost reduction – A significant reduction in cost compared to hiring multiple staff for one particular high data volume process which 
 ranges anywhere from 20-60% of baseline FTE cost.
Super Scalable – Allows patients to return back for follow up visits with less paperwork and refer other friends or colleagues to your 
 hospitals which creates instant ramp-up and down to meet demand peaks/troughs.
Quality and accuracy – Eliminates 80% of manual work errors by auditing and suggestive predictions resulting in double 
digit  reductions in error rates.
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Advantages of RPA to increase Operational 
Efficiency
Consistency – Uninterrupted background activity and monitoring by bots allows identical processes & tasks eliminating output  
variations.
Reliability/Compliance – RPA bots are available day in day out 365 days; regularly maintained logs to ensure compliance. They will 
 keep the process going even if the designated staff is not available.
Increased Productivity – 100% increase in productivity as bots are self learning and can create protocols to effectively complete a  
process and removes non-value-add activities to focus on areas that require judgment.
These are only a couple of instances of how RPA can deal with business processes, upgrade clinical work processes and engage  
medical services suppliers to offer custom-made therapies for patients and fuel productivity.
On a final note
Execution of RPA in the medical services won ’t just substitute numerous manual tasks and tedious work, however will likewise support 
 patching up the current tasks bringing about expanded usefulness and productivity. Both now and in the future, RPA can offer  
interminable usage prospects in medical services associations and give an upper hand in the commercial center.
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On the off chance that you are hoping to use the abilities of RPA in your medical services, hospitals, health systems and labs, then at 
that  point picking the right accomplice for RPA implementation is basic and proven use cases and results are available throughout 
the  healthcare industry.
Although it might take a while for your administration and C level executives to make the decision and devise a plan which will set a  
clear workflow. Minor tweaking must be done on a regular basis to ensure that the RPA bots are clear with their objectives and can be 
 provided by your RPA systems providers and will assist you all the way.
RPA bots are customizable to each hospital or health system’s needs, given that more and more hospitals and large clinical groups are 
 turning towards automation for better operations execution and results. It is the right time for C level executives to implement these  
solutions for the betterment of the staff, revenue and patient care.
We have developed similar RPA systems across a wide range of healthcare organizations with different specialities enabling them  
smooth day to day operations.
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T h a n k  Y o u
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