Representative transformation / fictional company
Multi-location clinics / Custom CRM
Elm & Grove Clinics
Three clinics, three booking tools. We shipped scheduling, a shared timeline, and reminders on top of existing billing.
No-shows down about 22%.
- Three outpatient clinic locations
- 42 clinical and administrative staff
- Central scheduling and referral team
- Existing billing and clinical records retained
The business challenge.
Front desk ran three calendars and a shared inbox for prior auths. Billing already worked. The hole was referral source, the authorization clock, and who could see what across sites.
- Each location maintained a separate calendar and referral process
- Prior-authorization dates lived in a shared spreadsheet
- Front-desk staff could not see activity across locations
- Referral follow-up depended on individual inboxes
- Billing worked, but the surrounding workflow did not
The platform.
A shared schedule and a referral inbox in the first month. Reminders followed. Auth dates came later, and they added time nobody put in the first call.
- Shared multi-location schedule
- Referral intake and assignment
- Patient activity timeline
- Authorization deadline tracking
- Reminder workflows
- Location and role-based access
Automation and AI, where useful.
Automation follows a defined workflow. AI prepares, summarizes, or flags work for review when judgment still belongs with a person.
- Route referrals by location and service
- Send appointment and document reminders
- Flag approaching authorization deadlines
- Prepare daily exception lists
- Notify teams when referral status changes
What changed after launch.
Dual calendars were mostly gone in four months. No-shows moved, not vanished. Two clinicians called it another login for six weeks.
Auth clock work took longer than the sales conversation. We say that so the other numbers are easier to trust.
No-shows
BeforeClinic baseline
AfterAbout 22% lower
Calendars in play
BeforeThree tools plus a spreadsheet
AfterOne shared timeline
Auth tracking
BeforeShared sheet
AfterDates on the patient timeline
“The spreadsheet for auths is gone. I still have a billing system I like. That was the deal.”
Build for six months, then ongoing maintenance and improvements at the starting rate.
Book a Free ConsultationThis is a representative transformation. The company and stakeholder names are fictional, and the figures are illustrative of the class of outcome this model is designed to support.