Leading Dermatology Company Boosts Operational Efficiency by 3X and Patient Satisfaction Scores by 30% with Power Automate
Case Study
Leading Dermatology Company Boosts Operational Efficiency by 3X and Patient Satisfaction Scores by 30% with Power Automate
About the Client
Our client is a leading Practice Management company with a primary focus on dermatology. The company operates a network of 100+ dermatology clinics spread across the USA, offering a wide range of services, including medical, surgical, and cosmetic treatments. The clinics are known for their skin health expertise and commitment to providing personalized care to patients of all ages. Our client also provides business support services to over 300 prominent dermatology providers across South Western USA.
Business Needs
Healthcare providers with a network of clinics deal with massive volumes of data generated every day across locations. These include patient profile data, detailed visit histories, treatment plans, and medication records that are scattered across different systems in silos. Efficiently managing the steady influx of information from disparate sources was crucial to ensuring accurate diagnoses, administering effective treatment plans, and delivering seamless patient care.
Our client’s M&A approach compounded the challenge as it resulted in networks of clinics that used different softwares, diverse technological infrastructure, and varied data formats that were stored in localized systems. Some clinics use cloud-based systems while others use local on-premise database setups. As a result, reporting was usually a manual and time-consuming process. This heterogeneous environment resulted in data fragmentation, data duplication and discrepancies in data that forced the company to adopt monthly reporting cycles.
To adopt a data-driven operations strategy, the company needed a comprehensive solution that automated data capture and processing across clinics regardless of the systems in use. This would enable them to transition from monthly reports to real-time insights on patient visits, appointment schedules, follow-up visits, resource utilization, treatment outcomes, and other critical metrics.
Key Challenges
Diverse Softwares and Data Formats
Manual Data Collation and Reporting
Fragmented Data with Duplication and Errors
Laborious and Delayed Reporting
Trigent Solution
To build a robust data management and process automation solution, Ninja teams from Trigent AXLR8 Labs began by comprehensively assessing each clinic’s hardware and software setup. We evaluated Winautomation – their existing automation tool, audited their data workflows, and identified gaps in their tech architecture.
Based on insights gained, we recommended replacing their existing automation tool with Microsoft Power Automate. We chose the tool for its low-code functionality, robust capabilities and seamless integration through pre-built connectors within the Azure ecosystem. The additional advantage was the excellent environment for scalability and performance offered by Azure Cloud.
Next, we deployed automation scripts for a network of clinics on Azure VM to test the solution for scalability, reporting, and real-time analytics.
We implemented VPN/RDP connections to ensure secure data transmission between clinics and centralized systems. This enabled us to create bespoke automation scripts for retrieving, processing, and standardizing CSV files from various sources across clinics, utilizing the If-Then-Else logic to normalize data for consistency.
Our team used SQL queries and automated scripts to generate regular and ad-hoc reports, ensuring accurate and timely delivery of insights to stakeholders.
Additionally, we leveraged Power BI to render information-rich dashboards, and provide data visualizations across the operational pipeline. The dashboards were embedded with slicers and custom widgets that represented information through dynamic visuals in real-time.
Our process automation and data visualization solution not only helped automate our client’s data management, but also helped them transition from monthly reports to real-time insights. It also laid the groundwork for continuous optimization, future scalability, and technological innovation in automating routine operations.
Client Benefits
- Enhanced Operational Efficiency: By automating manual entry tasks, our client saved approximately 200 hours per month.
- Real-time Insights for Informed Decision Making: Our client achieved a 3X improvement in process and operational efficiency by transitioning from monthly reports to daily insights.
- Improved Data Accuracy and Compliance: Automation and data normalization techniques reduced error rates and ensured more accurate reporting and compliance.
- Scalability and Future-Readiness: The deployment of the solution on Azure VM and utilization of cloud services provided scalability for seamlessly accommodating future clinic expansions.
- Enhanced Patient Experience: With access to real-time insights, our client was able to personalize patient experiences. In turn, they achieved 30% increase in patient satisfaction scores and positive reviews.
- Comprehensive Reporting and Analytics: By integrating Power BI for visualizations, our client reduced time spent on data analysis by 30%.
Technology Stack
