Regional Provider Network — Unified Intake, EHR Integration & Analytics
Unified HIPAA-aware intake with EHR integration cut intake/admin time 41% and lifted clinician throughput 16% across 14 locations.
The 14-location medical group ran on disjointed web forms and double data entry into EHR and practice management systems. Front-desk staff re-keyed patient information, producing frequent errors and rework, and intake throughput bottlenecked at the desk.
Leadership also had blind spots: no single view of bookings, show rate, marketing source mix, or provider utilization, and an inconsistent web experience across locations. The quarterly targets were explicit — 30–50% less intake/admin time, 10–20% more throughput, and unified dashboards by location, provider, and service line.
We built a unified HIPAA-aware intake experience for web, tablet, and kiosk: a Next.js app stepping through demographics, insurance, consent, and prep, with 270/271 insurance eligibility checks, e-signature, document upload, and validation guardrails to cut incomplete submissions.
An HL7/FHIR bridge (via vendor APIs/Redox) eliminated double entry with event-driven sync from intake through appointment to encounter — field mapping, least-privilege credentials, retries with a dead-letter queue, audit logs on every write, and encryption in transit and at rest.
The analytics layer combined GA4/GTM funnel events with a BigQuery warehouse, dbt models, and Looker Studio/Metabase dashboards — KPIs sliced by location, provider, service, and source, with cohort views for show rate and lead-to-visit time. A centralized content system standardized service and location pages with FAQ schema, and a performance and accessibility pass enforced Core Web Vitals budgets and WCAG 2.1 AA.
Over 12 weeks: intake/admin time per patient fell 41% (median), throughput rose 16% in visits per clinician session, and the form error/rework rate dropped 32%.
The group gained a single source of truth for bookings, show rate, provider utilization, and marketing source mix — visibility from campaign to clinic that did not exist before. Site performance landed at Lighthouse 96 desktop / 89 mobile.
We finally see — from campaign to clinic — what drives visits. Front-desk time dropped, errors fell, and providers are scheduled more intelligently.
