dark-logo
Contact Sales
Book a Demo
Contact Sales
Book a Demo
dark-logo

Automating Healthcare Workflows at Scale: A Case Study with a Remote Patient Monitoring Firm

Client Overview

Our client is a prominent U.S.-based provider of Remote Patient Monitoring (RPM) and Chronic Care Management (CCM) services, catering to thousands of patients nationwide. With integrations across many Electronic Health Record (EHR) systems, including Citrix-based platforms, their operations span multiple clinics, providers, and service lines.

As the patient base grew and monthly data volumes soared into the thousands, the client was burdened with repetitive, manual workflows involving patient reports, billing, vitals updates, and insurance validation. These resource-heavy processes required a scalable, secure, and HIPAA-compliant solution

Problem Statement

The client struggled with:
  • Manual Report Uploads: Monthly processing of thousands of patient reports per EHR, involving downloading files from S3 buckets, patient searches across portals, and manual status tracking. This process delays care coordination and requires several days of effort each month.
  • Billing and Claims Errors: Human errors in applying RPM/CCM codes resulted in claim rejections and revenue leakage.
  • Delayed Vitals Updates: Hourly manual vitals uploads caused lapses in real-time patient monitoring.
  • Inefficient Service Plans: Manual insurance verification delays treatment plans, impacting patient care.
  • Patient Data Retrieval: Clinicians wasted hours pulling historical patient records.
  • HIPAA Compliance Risks: Manual handling of PHI increases exposure to data breaches.

Solution

We partnered with the client to design a robust, HIPAA-compliant automation framework utilizing UiPath RPA, seamlessly integrated with cloud storage (AWS S3), Excel, Google Sheets, and various Electronic Health Record (EHR) systems, including those based on Citrix.
Technologies Used:
  • UiPath (RPA Orchestrator and Studio)
  • AWS S3 integration
  • Excel and Google Workspace APIs
  • Email automation via SMTP/Outlook
Key Innovations:
  • Dynamic patient mapping from spreadsheets
  • Automated email alerts for various issues
  • Real-time status updates and exception tracking
  • Time-triggered and event-driven bot orchestration
Our automation was designed to scale across departments and workflows while respecting healthcare data protection mandates.

Process Overview: Manual vs. Automated

1. Report Uploads

Manual Process
Staff received a large Excel spreadsheet every month. They manually accessed S3 buckets to download thousands of PDF reports. Each patient had to be searched manually across multiple electronic health records (EHRs) by ID or name. The appropriate report was then uploaded to the patient’s file. Progress was tracked manually in the sheets.
Automated Workflow:
  • Our UiPath bot reads the Google Sheets, downloads reports from S3, and uploads them to the correct EHR using the patient's ID and name.
  • Each upload is logged as 'Success' or 'Business Exception' directly in the sheet. Email alerts are triggered if passwords expire or logins fail.
  • An end-of-day summary email is sent to stakeholders, providing detailed statistics, such as the number of reports processed.
  • Designed to run across multiple EHRs and Citrix environments simultaneously.
Result: Manual workload reduced by 90%, freeing up 100+ hours per month.

Billing and Claims

Manual Process
  • Admin staff logged into each portal, searched for patients, and determined if the visit was RPM or CCM. Billing codes were applied manually.
  • Claims were manually generated using service dates, billed amount, and provider details. Links to claim pages and claim numbers were manually recorded for tracking purposes.
Automated Workflow:
  • Bots auto-identify RPM/CCM patients and populate relevant CPT codes based on diagnosis logic.
  • They log into portals, generate bills, create claims, and update spreadsheets with claim numbers and links.
  • All data is extracted dynamically from centralized sheets, ensuring consistency and speed.
Result: Billing and claim cycles now take 2–3 days instead of 2 weeks .

Vitals Upload

Manual Process
  • Clinical staff would log in to the portal, search for each patient, and upload the vitals. Updates were infrequent due to the manual workload, resulting in delayed visibility for care teams.
Automated Workflow:
  • A UiPath bot, scheduled to run hourly, reads the vitals data and updates the EHR for each patient.
  • This ensures real-time vitals monitoring, improving patient care and decision-making.
Result: Vitals are now updated 10–12x more frequently than before

Service Plan Validation

Manual Process
  • Before appointments, staff manually searched insurance plan numbers in the EHR portal to verify coverage.
  • They checked if plans were present, missing, or pending and manually updated Google Sheets. This consumed hours daily and was prone to errors
Automated Workflow:
  • Our bot pulls a list of patients with upcoming appointments and their insurance plan numbers.
  • It checks the status of each plan (null, pending, or approved) in the Electronic Health Record (EHR).
  • Updates are made in real-time to a shared Google Sheet for provider visibility
  • Enables doctors to be better prepared for appointments.
Result: Reduces appointment prep time by 80%, improving daily clinic throughput.

Historical Patient Data Pull

Manual Process
  • When doctors requested records of past patients (e.g., the last year or 5 years), staff had to perform extensive portal queries. They needed to pull demographics, diagnosis codes, and problem lists for both active and deceased patients. It often led to incomplete and inconsistent data due to platform differences.
Automated Workflow:
  • A UiPath bot filters patients based on the requested time range.
  • It pulls relevant data points, including demographics, visit summaries, diagnosis codes, and deceased status.
  • Generates a structured export for physician use, audits, or reporting.
Result: Data pulls that took hours now happen in minutes, with zero human error.

Implementation Steps

  • Planning: Discovery calls, workflow mapping.
  • Development: Modular bot design for each process, S3 + EHR integrations, Citrix automation setup
  • Testing: UAT with exception handling, security validations, and retry logic
  • Deployment: Phased go-live with Orchestrator triggers, real-time dashboards, and alert systems.
  • Support: 24/7 credential issue handling, change requests, and process scaling.

Automation Benefits

  • Reduced staff burnout and manual dependency
Operational Efficiency:
  • 80% faster report uploads (10 days → 2 days)
  • 90% reduction in billing errors.
  • 24/7 vitals updates with zero manual intervention.
  • Compliance: Full HIPAA adherence with end-to-end encryption.
  • Scalability:Handled 30+ EHRs and 3,000+ patients/EMR seamlessly.

Client
Testimonial

The automation team not only improved our operational efficiency—they became an extension of our clinical ops. The HIPAA-focused design, Citrix support, and real-time feedback loops transformed how we run our healthcare business.
Icon
Operations Manager, RPM & CCM Provider
footer-logo
Auxiliobits is a global Software Consulting and Artificial Intelligence advisory company. Auxiliobits drives digital transformation by reinventing enterprise operations through hyper-automation and AI enabled applications.

Follow Us

Twitter Linkedin Facebook Youtube
icon

Newsletter Subscription

Stay In The Know!

Quick Links

Resources

Industries

2025 © All rights reserved by Auxiliobits, Inc.