INDUSTRY: Legal
Tags:
How Accelirate’s Automated Medical Records Management
System Helps a US Legal Firm Save Over 67% Time in Doc Uploading and Tracking
67%
Faster Doc Processing
With Automated Upload
6K+
Docs Processed
bi-weekly
3 Mins
Per Doc Compared to
9 Mins Manually
Client Overview
The client is a large legal firm in the United States specializing in personal injury law. Their Medical Records Retrieval team had to manually gather, upload and track medical records and bills of their customers into their CRM system from multiple portals requiring constant auditing to ensure data compliance.
Key Takeaways
- Automation results in flexible scalability to handle peak volumes
- Faster document processing with automated upload and tracking
- Error reduction and improved compliance
- Increased employee productivity by focusing on higher-value tasks
A leading US personal injury law firm was facing difficulties with an inefficient manual process for medical records retrieval and tracking. The firm’s Medical Records Retrieval team needed to retrieve documents from various portals, store them in shared locations, and upload them into Salesforce. This process consumed significant time and led to inconsistencies, errors, and compliance risks. Accelirate’s automated records management system transformed this manual process through document retrieval automation using bots, significantly improving efficiency and accuracy. The client engaged Accelirate in this project due to its expertise in both healthcare and legal services automation and the ability to seamlessly integrate the solution into their existing systems.
Streamlining Document Retrieval and Medical Records Tracking in Salesforce with Intelligent Automation
The client’s Medical Records Retrieval team was grappling with a highly manual process of retrieving, tracking, and storing documents from multiple portals. This process was inefficient and required regular auditing to maintain data accuracy and compliance. The daily volume of documents, coupled with strict SLA requirements, made manual handling time-consuming and error prone. Additionally, there was a gap in data availability, where some of the documents extremely important for the reconciliation or settlement were not readily accessible on time.
To address these issues, Accelirate implemented a set of AI-powered bots for medical records retrieval to streamline and optimize the process through automation. The solution provided a seamless, automated records management system designed to improve efficiency and accuracy.
01- Automated Portal Logins
Bots were developed for each data source portal, automatically handling credentials and login procedures, reducing the need for manual intervention.
02 - Document Retrieval Automation
Bots performed document retrieval automation by setting up search filters and parameters, like dates and reference IDs, to ensure precise document search across all portals.
03 - Automated Records Management System
The bots securely stored all retrieved documents in a shared location, ensuring that they could be easily accessed for upload into Salesforce.
04 - EHR Automation for Accurate Records
The “Upload Bot” was used to upload documents to Salesforce under the appropriate Medical Team Salesforce Root Folder, ensuring proper categorization and traceability.
05 - Handling Data Availability Gaps
For documents not immediately available, bots generated transaction reports and ensured documents were downloaded and updated in Salesforce once accessible.
06 - Consistent Error Handling
In case of errors, the system automatically generated alerts with detailed reports, ensuring any issues in document retrieval were promptly addressed.
How Did the Implemented Automation Solution Work?
The process involves several steps, such as login with proper credentials to the different web portals, configure the different filters and search parameters for each one of them – dates, policy numbers, reference IDs, and download the document records found. In the case of a Data Availability Gap scenario as mentioned above, a report containing the transactions of the bills is downloaded once available. Once the documents are downloaded, they are dropped in a shared drive location so the ‘Upload Bot’ can pick them up, upload them in the proper Salesforce location and update the status of these records in the CRM system.
Maximizing Productivity and Minimizing Errors Through Automated Medical Document Retrieval and Processing
The implementation of bots for medical records retrieval redefined the way the client managed their document processes in Salesforce CRM before. By leveraging Accelirate’s document retrieval automation, they witnessed significant improvements in terms of efficiency, accuracy, and scalability, especially given the complexity of working with various portals. This not only streamlined document processing but also drove impactful results driving the overall ROI. The unique aspect of this solution was its ability to handle high volumes of documents while ensuring the automated records management system stayed compliant, error-free, and adaptable to growing demands. This resulted in exceptional time and cost savings while reducing human error significantly. Here are some of the key benefits experienced by the client:
01 - Time Savings
The automated document upload and retrieval process was 67% faster with the Upload Bot, reducing the time to just 3 minutes from 9 minutes on average for a person to upload and track a document in Salesforce.
02 - Flexible Volume Throughput
The current implementation uploads an average of over 6k documents on a bi-weekly basis, with the possibility to stretch this number on peak volume weeks by adding more bots.
03 - Error Reduction
Automation minimizes human error. The bots follow consistent rules, ensuring accurate document retrieval, proper attachment.
04 - Scalability
The automated process can handle increased volume seamlessly. As the volume grows, the bot can adapt without additional hiring or training. New portals can be added as extensions to the upload bot.
05 - Employee Productivity
The firm’s staff was able to focus on more value-driven tasks by offloading manual work to automation.
06 - Compliance and Consistency
The solution ensured sensitive data was handled in line with industry standards, reducing compliance risks.
07 - Cost Efficiency
While initial development and maintenance require investment, the long-term cost savings outweigh this.
Now Ensure Major Efficiency Gains Through AI-Powered Bots with Accelirate
This case study shows that automation can bring meaningful and lasting effects on business processes, especially in document-heavy industries like legal services. Accelirate’s innovative automation solution optimized the way the US legal firm handled their medical records retrieval and document management. By automating the retrieval from multiple portals, storing in a shared drive, and uploading to Salesforce, the firm experienced improved efficiency, accuracy, and compliance, leading to considerable time and cost savings. The combination of bots for medical records retrieval and an automated records management system empowered the client to enhance scalability, meet their compliance standards and handle peak workloads without compromising client expectations. If you are looking to achieve similar results, drop us an email and we will assist you with tailored solutions!
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