Automating Patient Recall and Surgical Scheduling for Podiatry Clinics
Business Type
Podiatry Practices
Location
Thousand Oaks, CA
Size
4-Doctor Multi-office Practice
Challenge
Manual recall for 800+ diabetic patients and surgical pre-auth delays.
The Challenge
The practice struggled with manual outreach for diabetic foot care. With over 800 diabetic patients requiring quarterly check-ups to prevent ulcerations, the front office was spending 15+ hours a week on phone tags and manual SMS. This led to a 22% 'no-show/no-schedule' rate for high-risk patients, representing a significant risk to patient health and practice revenue.
Additionally, the surgical coordinator was overwhelmed by insurance pre-authorizations for bunionectomies and hammertoe corrections. Using ModMed, the staff had to manually pull clinical notes and upload them to payer portals, often resulting in 4-day delays in surgery scheduling and lost revenue from patients seeking faster care elsewhere.
The Solution
Services Used
- • AI Patient Communication Automation
- • EMR Workflow Integration
- • Automated Insurance Pre-Auth Extraction
Timeline
6 weeks
Integrations
- • ModMed (Modernizing Medicine)
- • Twilio API
- • OpenAI GPT-4 via Zapier
The Results
18 hours/week
Time Saved
$4,100/month
Cost Saved
19% increase in quarterly diabetic visits
Revenue Impact
From 4 days to 45 minutes
Surgical Pre-Auth Turnaround
94% for high-risk diabetic patients
Patient Recall Rate
"Read Laboratories didn't just give us a bot; they built a system that understands our ModMed workflows. We've seen a massive reduction in diabetic patient drop-off, which is critical for limb preservation and practice growth."
— Practice Administrator, 4-Doctor Surgical Group
Implementation Timeline
Phase 1 (Week 1-2): Audit of ModMed patient data to identify recall gaps and high-risk diabetic cohorts. Phase 2 (Week 3-4): Implementation of AI-driven SMS and voice recall agents tailored to podiatry terminology. Phase 3 (Week 5-6): Integration of an automated pre-auth documentation extractor to streamline surgical scheduling and final staff training.
FAQ
Does this work with ModMed or DrChrono?
Yes, we specialize in building API bridges or RPA workflows for major EMRs like ModMed, DrChrono, and Athenahealth to ensure data flows seamlessly between your AI agents and your patient records.
Is the AI HIPAA compliant?
Absolutely. We ensure all data processing occurs within HIPAA-compliant environments with BAA agreements in place, using encrypted data transit and storage protocols.
Can it handle orthotics follow-up?
Yes, the system triggers automated check-ins at 30, 60, and 90 days post-dispensing to ensure patient compliance, handle minor adjustments, and schedule necessary follow-up appointments.
How does it handle complex surgical pre-auths?
We use LLMs to scan clinical notes for specific medical necessity keywords required by payers—such as failed conservative treatment or specific radiographic angles—and pre-fill the authorization requests for coordinator review.
What is the ROI for a single-doctor practice?
Most single-doctor practices see a full return on investment within 90 days by recapturing just 3-4 diabetic recall patients per month who would have otherwise fallen through the cracks.
Want results like these?
Free consultation. We'll look at your specific situation and tell you exactly what's possible.
Book a Call →Serving Podiatry Practices businesses nationwide. Based in Westlake Village, CA.