โข 50โ70% Faster Encounter Creation
โข 35โ50% Fewer Data Entry Errors
โข Up to 100% Standardized Documentation
Overview
A large multi-specialty medical group faced chronic delays and inconsistencies in encounter creation due to manual patient lookups, demographic verification, and data entry. These inefficiencies slowed provider workflows, created downstream billing edits, and impacted charge capture. GeBBS deployed an RPA-driven Encounter Creation Automation solution to accelerate intake, standardize encounter data, and improve front-end accuracy.
Opportunities & Challenges
The organizationโs manual encounter processes resulted in:
โข 5โ10 minutes spent searching, validating, and creating each encounter
โข High variation in data accuracy across clinics
โข Frequent missing or inconsistent fields impacting coding and billing
โข Significant staff time spent on repetitive data entry
Solution
Automated Patient Lookup, Validation & Encounter Creation
GeBBS deployed a rules-based RPA workflow to:
โข Auto-identify or create patient records directly in the EHR
โข Validate and update demographic fields using predefined business rules
โข Generate encounters in near real time based on scheduling and clinical logic
โข Route exceptions and maintain audit-ready logs for compliance tracking
Outcomes
โข Encounter Creation Time: Reduced 50โ70%
โข Data Accuracy: Errors reduced 35โ50%
โข Documentation: Up to 100% standardized encounter data
โข Throughput: Encounters available to providers in real time
โข Workforce Optimization: Staff redeployed to higher-value tasks
Key Takeaways
โข Automation accelerates clinical readiness and improves billing quality.
โข Standardized data strengthens coding accuracy and reduces rework.
โข RPA supports scalable, consistent front-end operations across sites.
Conclusion
GeBBSโ Encounter Creation Automation modernized front-end workflows, delivering faster, cleaner, and more consistent encounter recordsโstrengthening both operational throughput and revenue integrity.
Client Testimonial
โEncounter creation is now instantaneous. With cleaner data and fewer hold-ups, our clinical and billing teams work in complete alignment.โ
โ Director, Patient Access Operations
