A client contacted us for a consultation on implementing automated document management tools. It’s critical for the clinic to ensure that all prescribed procedures and medications comply with the HHS’s clinical guidelines.

Our client identified a problem: a huge number of hours are spent auditing doctors’ prescriptions and notes. Selective audits or avoiding them altogether are unacceptable, as inspectors could not only impose fines but also jeopardize the clinic’s entire operations.

Given the client’s plans to scale the organization and open new branches, the issue of automating document management and freeing the head physician’s resources from manual verification was extremely pressing.

Having analyzed our customer’s problem, instead of developing a traditional system for working with documents, we proposed introducing a full-fledged AI assistant that can not only speed up verification, but eliminate it altogether.

We conducted a business analysis of documentation processes in our client’s network of private clinics and identified the key points on which staff spent the most time:

• drawing up extracts and medical reports using a template;
• prescriptions in accordance with medical standards;
• regular audit of documentation by management.

The GPT-based AI assistant we integrated checks the documents loaded into it and automatically highlights all the problems found, dividing them into categories: critical (i.e., violating the standard or not meeting the requirements of the organization), requiring attention and normal. Each problem is accompanied by a synopsis and recommendations for solutions.

The implementation of the system reduced the amount of manual work by 90%. Most standard documentation is now prepared using AI. Moreover, our solution helped free up the hours of expensive specialists, increase the efficiency of the clinic and legally protect it from inspections.

As a result, we have developed a Proof of Concept AI solution, which is currently being tested in our client’s organizations.