Overview of the Automation Initiative
This project aimed to automate and optimize the patient order creation process for a US-based healthcare provider. The goal was to address inefficiencies caused by manual data entry, validation errors, and processing delays. By implementing a Python-RPA (UiPath) automation solution, we enabled the extraction of patient order data through API integration, processed it into a structured Excel format, and seamlessly submitted it to the Billing Web Portal.
The solution also included real-time data validation, intelligent error handling, and an auto-restart mechanism, ensuring accuracy, efficiency, and reliability. This project transformed a manual, error-prone workflow into an efficient, automated system with significant improvements in operational efficiency.
Industry
Healthcare (US-based)
Project Duration
9 months
Team Size
15
Client Location
New York City
Engagement Model
Fixed Budget
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Project Goals
- Automate the entire patient order creation process to enhance operational efficiency.
- Improve data accuracy through automated validation and correction of details such as DOB, insurance, doctor info, and addresses.
- Minimize manual effort, reducing the risk of human error and processing time.
- Implement error handling mechanisms and auto-recovery features to prevent system disruptions.
- Increase transparency with real-time reporting and monitoring of the process.
Before implementing automation, the healthcare provider faced several operational bottlenecks that resulted in inefficiencies, delays, and inaccuracies in order processing. These challenges negatively impacted the workflow, patient service timelines, and overall operational costs. Below are the primary challenges identified:
Data Entry
Validation
Data Validation Issues: Inaccuracies in patient DOB, insurance details, doctor information, and addresses led to order rejections and delays.
Error Handling
Reporting
Process Improvement Framework
The solution we implemented was based on Python for data extraction and UiPath RPA for process automation. The steps involved were:
01
Data Extraction
- Python fetched patient order data securely via API from multiple data sources, including healthcare databases, ensuring accuracy and data integrity.
02
Data Validation & Correction
- Automated validation checks were implemented to correct errors such as DOB format discrepancies, invalid insurance details, and incorrect addresses. The solution automatically corrected or flagged any errors for review.
03
Order Creation via RPA
- The UiPath RPA bot automatically entered the validated data into the Billing Web Portal, eliminating the need for manual data entry.
04
Error Handling & Auto-Restart
- The system logs any failures that occur during the order creation process. In the event of an error, the RPA bot can resume from the last successful step, significantly reducing downtime.
05
Reporting
- After each batch of orders, an automated summary report is generated, detailing the status of each order, highlighting any failures, and providing actionable insights for further review.
Automation & Integration
Services
Services offered in this automation project for patient order creation:
Process Automation
Automation of the entire order creation process, from data extraction to final submission.
Data Validation
Implementation of an automated data validation system to ensure the accuracy and consistency of patient information.
Portal Integration
Automation of the data entry process using UiPath RPA, allowing for seamless order creation without human intervention.
Error Logging
Automated error detection and logging, as well as the auto-restart feature, to ensure smooth process continuity even in the event of a failure.
Automated Reporting
Generation of real-time reports that track the order creation process, providing stakeholders with an up-to-date view of the operation’s performance.
Compliance Audit
Tracks all transactions to ensure regulatory compliance and maintain an audit trail.
Explore Our Advanced Features
Automated fetching of patient data via API, ensuring accuracy and reducing manual input errors.
Real-time checks for DOB, insurance, doctor information, and addresses, ensuring that only validated data is processed.
Orders are automatically entered into the Billing Web Portal using UiPath RPA, eliminating the need for manual entry and ensuring faster processing times.
An intelligent error handling system logs any errors and allows the RPA bot to resume from the last successful step, minimizing downtime.
Detailed reports are generated automatically after every batch, summarizing the status of orders and identifying any issues.
Real-Time Data Extraction
Automated Data Validation
Smart Portal Automation
Error Handling & Recovery
Automated Reporting
Technology Stack
- Python: Used for API integration and data extraction, enabling seamless handling of patient order data.
- UiPath (RPA): Node.js with Express.js for RESTful APIs, Python with Django for complex business logicUtilized for automating the entire process of entering data into the Billing Web Portal, ensuring consistency and reducing human intervention.
- API Handling: Python was used to securely fetch patient data from external sources via APIs, ensuring real-time, accurate data retrieval.
- Excel Processing: Used to structure the data into a format suitable for automation, ensuring smooth processing within the RPA system.
Automation Impact: Efficiency, Accuracy & Scalability
The implementation of automation resulted in an 80% reduction in manual labor for data entry and order processing, significantly improving efficiency. Order processing time decreased from 30-40 minutes per order to just 5-10 minutes, enhancing throughput and reducing backlog. Additionally, enhanced accuracy in patient data led to a substantial decrease in order rejections due to data errors.
The auto-restart feature minimized downtime by ensuring continuous processing, even after errors occurred. Furthermore, detailed reporting provided real-time visibility into order statuses, enabling proactive issue resolution.
This transformation led to several key benefits:
Improved Efficiency:
Automating the order creation process allowed healthcare providers to process orders much faster, saving time and increasing throughput.
Error Reduction:
Automated validation and correction mechanisms minimized human errors, leading to more accurate patient orders and fewer rejections.
Better Decision Making:
Real-time insights from automated reporting improved monitoring and decision-making for healthcare providers.
Cost Savings:
Reducing manual labor and error correction lowered costs and optimized workforce efficiency.
Scalability:
The system was built to handle increasing order volumes without requiring significant additional resources.
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Our Results
An insight into what fuels our digital transformation excellence
Increased Efficiency
The automation of the order creation process significantly reduced manual intervention, leading to faster order processing and submission. By integrating Python and UiPath, the system ensured seamless data flow from extraction to processing, minimizing delays and optimizing workflow.
Improved Accuracy
The automated system eliminated human errors in critical fields such as date of birth (DOB), insurance details, doctor information, and addresses. Through predefined validation rules, RPA corrected discrepancies before order submission, ensuring data accuracy and compliance with healthcare standards.
Enhanced Error Handling
Failures during the order processing were systematically logged, allowing for easy debugging and resolution. The auto-restart functionality ensured that the system resumed from the last successful step in case of an error, preventing workflow interruptions and reducing manual rework.
Better Compliance & Reporting
The solution ensured compliance with healthcare billing regulations by maintaining accurate and validated data for insurance claims. Additionally, automated summary reports were generated, providing visibility into processed orders, errors, and overall system performance, aiding in monitoring and audits.
Scalability & Optimization
The automation framework was designed to handle increasing order volumes efficiently without requiring additional workforce. The optimized API handling and data extraction mechanisms ensured smooth integration with the billing web portal, allowing the system to scale effortlessly.
Tech-Driven Business Growth
By leveraging Python for data processing and UiPath for RPA automation, the solution provided a cost-effective and scalable approach to order management. This automation freed up healthcare staff from repetitive tasks, enabling them to focus on strategic and patient-centric activities, ultimately enhancing service quality.
