Lakewood Family Medicine: AI Practice Automation
The Challenge
Lakewood Family Medicine had grown to three locations serving over 15,000 patients annually, but their administrative processes hadn't kept pace. According to McKinsey's healthcare research, administrative tasks consume up to 30% of healthcare spending in the US. Front desk staff were overwhelmed with phone calls, manual scheduling, and follow-up reminders, leading to missed appointments, delayed intake, and staff burnout.
- Over 400 inbound calls per day across three locations, with 30% going to voicemail
- Patient intake forms took an average of 12 minutes to process manually
- No-show rate had climbed to 18%, costing an estimated $220K in annual lost revenue
- Staff spent 6+ hours daily on appointment confirmations and follow-up calls
- Delayed lab result notifications led to patient complaints and compliance risks
The Solution
We deployed a three-phase AI automation strategy designed to reduce administrative burden without disrupting patient care workflows.
Workflow Audit
Mapped all front-desk processes across three locations. Identified scheduling, intake, and follow-up as the highest-impact automation targets.
AI Voice & Automation
Deployed an AI voice agent for inbound scheduling, automated digital intake forms with pre-visit data collection, and built n8n workflows for appointment reminders.
Continuous Improvement
Tuned the voice agent's accuracy using call recordings, reduced false-positive cancellations, and added automated lab result notifications via secure messaging. All workflows were designed to meet HIPAA requirements, consistent with Accenture's findings that AI-enabled administrative automation can save the US healthcare industry $150 billion annually by 2026.
Key Results
Key Results
Admin time saved by 45%, missed calls reduced by 72%, no-show rate dropped from 18% to 8%, and $180K in annual revenue recovered through better scheduling and follow-ups.
Technology Used
Frequently Asked Questions
How long did the AI automation implementation take?
The full implementation for Lakewood Family Medicine took 8 weeks across 3 phases: workflow audit, AI voice and automation deployment, and continuous improvement optimization.
How much time did the practice save with AI automation?
Staff saved 45% of their administrative time. The AI handles patient scheduling, follow-up reminders, and routine inquiries automatically, freeing the team for direct patient care.
Does the AI work with existing EHR systems?
Yes. The solution integrates with existing Electronic Health Record systems, digital intake forms, and secure messaging platforms to create a seamless workflow without replacing existing tools.
Ready to Transform Your Practice?
Book a free consultation and see how AI automation can save your team hours every day.