Enhancing Communication Management with RPA Technology
- Up to $300K Saved Per Year
- 50% Reduction in Claim Processing Delays
- 90% Reduction in Manual Errors
Overview
A leading Midwest region behavioral health care provider with 250+ clinics partnered with GeBBS to optimize franchise communications that were impacting their Revenue Cycle Management. By deploying the RPA solution, GeBBS streamlined email management, accelerated claim resolutions, and improved overall operational efficiency for the organization.
Opportunities & Challenges
The clientโs manual email handling across 250+ clinics resulted in:
โข Overwhelming email volumes of 25,000โ50,000 daily
โข Repetitive follow-ups, with 40% of emails requiring multiple interactions and causing claim delays of 7โ10 days
โข High error rates (15โ20%) leading to claim denials
โข Significant resource drain, with staff dedicating 3โ5 hours per day to email tracking
These challenges highlighted the need for a technology solution to streamline communication and reduce manual intervention.
Solution
Smart Email Management via RPA Automation
GeBBS implemented the RPA solution to transform communication workflows by:
- Intelligent Data Extraction: Automatically capturing patient demographics, coding, and eligibility details from emails
- Automated Categorization: Dynamically classifying emails as complete, incomplete, pending, or escalated
- Centralized Data Management: Organizing extracted information into structured formats for effortless tracking
- Real-Time Insights: Enabling immediate identification of bottlenecks and actionable follow-ups.
Outcomes
- Efficiency Gains: Saved 15โ20 hours per week per team member
- Faster Processing: Reduced claim processing delays by 50%
- Enhanced Accuracy: Achieved a 90% reduction in manual errors
- Cost Savings: Delivered annual savings estimated between $200,000โ$300,000
- Improved Satisfaction: Boosted client satisfaction scores by 25โ30% through prompt issue resolution.
Key Takeaways
- Automation of email communications dramatically improves operational efficiency.
- Intelligent data extraction and categorization minimize errors and expedite claim resolutions.
- Streamlined workflows lead to significant cost savings and enhanced client satisfaction, enabling teams to focus on high-value RCM activities.
Conclusion
GeBBSโ RPA solution transformed the clientโs communication management by automating high-volume email processing. The result was accelerated claim resolutions, reduced errors, and optimized workforce productivity, driving measurable business impact.
Client Testimonial
“GeBBS’ (RPA) bots have revolutionized our communication management across 250+ clinics. Previously, inefficiencies caused delays and operational bottlenecks. With automation, we have significantly improved response times, reduced manual interventions, and optimized our workflow. This solution has elevated our team’s productivity, allowing us to focus on critical RCM functions.”
โ [Chief Revenue Officer]
