Staybook Hotels increased direct bookings without increasing their marketing spend
An AI agent automates patient intake, appointment reminders, and insurance verification across three clinic locations
Healthcare
4hrs
Saved per staff member daily
4hrs
Saved per staff member daily
94%
Patient satisfaction score
94%
Patient satisfaction score
60%
Reduction in no-show appointments
60%
Reduction in no-show appointments
Our front desk staff went from drowning in paperwork to actually engaging with patients. The AI handles the repetitive work that was burning everyone out.
Dr. Lisa Pham
Founder, ClearPath Medical
ClearPath Medical
Client
ClearPath Medical
Industry
Healthcare
Company Size
60–80 employees
Location
Portland, OR
Services Deployed
Workflow Automation
Project duration
10 weeks
Tools used
Overview
ClearPath Medical is a multi-location healthcare provider based in Portland, Oregon, operating three outpatient clinics that serve over 8,000 patients annually. With a growing patient base and an administrative staff stretched across intake, appointment management, insurance verification and follow-ups, the clinics were experiencing significant operational strain.
Dr. Lisa Pham, the founder, approached Operator after realising that her front desk teams were spending the majority of each day on repetitive administrative tasks that followed predictable patterns — work that was essential but did not require clinical judgment. She wanted to give her staff their time back so they could focus on patient care.
Overview
ClearPath Medical is a multi-location healthcare provider based in Portland, Oregon, operating three outpatient clinics that serve over 8,000 patients annually. With a growing patient base and an administrative staff stretched across intake, appointment management, insurance verification and follow-ups, the clinics were experiencing significant operational strain.
Dr. Lisa Pham, the founder, approached Operator after realising that her front desk teams were spending the majority of each day on repetitive administrative tasks that followed predictable patterns — work that was essential but did not require clinical judgment. She wanted to give her staff their time back so they could focus on patient care.
The Challenge
Across ClearPath's three locations, front desk staff were manually processing an average of 45 new patient intake forms per day — entering data into the EHR system, verifying insurance eligibility by phone, scheduling initial appointments and sending confirmation messages. Each intake took 15 to 20 minutes of staff time, and errors in manual data entry were causing insurance claim rejections at a rate of 12%.
Appointment no-shows were running at 22%, costing the practice an estimated $15,000 per month in lost revenue. Reminder calls were inconsistent because staff simply did not have time to call every patient. The front desk team was staying 45 minutes to an hour late every day just to finish paperwork, and burnout was becoming a retention issue — two experienced staff members had left in the previous six months.
The Challenge
Across ClearPath's three locations, front desk staff were manually processing an average of 45 new patient intake forms per day — entering data into the EHR system, verifying insurance eligibility by phone, scheduling initial appointments and sending confirmation messages. Each intake took 15 to 20 minutes of staff time, and errors in manual data entry were causing insurance claim rejections at a rate of 12%.
Appointment no-shows were running at 22%, costing the practice an estimated $15,000 per month in lost revenue. Reminder calls were inconsistent because staff simply did not have time to call every patient. The front desk team was staying 45 minutes to an hour late every day just to finish paperwork, and burnout was becoming a retention issue — two experienced staff members had left in the previous six months.
The Solution
Operator deployed a workflow automation system that connected ClearPath's patient portal, EHR system, insurance verification API and appointment scheduling platform into a single intelligent pipeline. The AI agent handled three core workflows end to end.
First, patient intake: new patients completed a digital form that the AI validated in real time, flagging incomplete fields before submission. Verified data was pushed directly into the EHR with zero manual entry. Second, insurance verification: the AI ran eligibility checks automatically against payer databases the moment a form was submitted, flagging coverage issues before the appointment rather than after. Third, appointment management: the AI sent personalised reminders via SMS and email at 72 hours, 24 hours and 2 hours before each appointment, and offered one-tap rescheduling for patients who could not make their slot.
The deployment took 10 weeks due to the complexity of EHR integration and compliance requirements. Operator worked with ClearPath's IT team to ensure all data handling met HIPAA standards throughout.
The Solution
Operator deployed a workflow automation system that connected ClearPath's patient portal, EHR system, insurance verification API and appointment scheduling platform into a single intelligent pipeline. The AI agent handled three core workflows end to end.
First, patient intake: new patients completed a digital form that the AI validated in real time, flagging incomplete fields before submission. Verified data was pushed directly into the EHR with zero manual entry. Second, insurance verification: the AI ran eligibility checks automatically against payer databases the moment a form was submitted, flagging coverage issues before the appointment rather than after. Third, appointment management: the AI sent personalised reminders via SMS and email at 72 hours, 24 hours and 2 hours before each appointment, and offered one-tap rescheduling for patients who could not make their slot.
The deployment took 10 weeks due to the complexity of EHR integration and compliance requirements. Operator worked with ClearPath's IT team to ensure all data handling met HIPAA standards throughout.
The results
The results
What changed in the first 60 days
• 68% reduction in inbound support queries within the first 60 days of deployment freeing the support team from repetitive questions that previously consumed most of their time
• 89% of customer conversations handled end-to-end by the AI agent without requiring human intervention allowing the team to focus on higher-value interactions
• 4x faster response times dropping from an average of 5 hours to under 30 seconds across all channels regardless of peak traffic or time of day
• 280 support hours saved every single month post-deployment — hours now redirected toward growth initiatives instead of repetitive support tasks
The impact was both immediate and cumulative. The business shifted from reactive support to proactive operations where AI absorbed the bulk of incoming volume and humans focused only on what truly required judgment. Response delays disappeared, customer satisfaction improved and operational efficiency increased without increasing headcount.
What changed in the first 60 days
• 68% reduction in inbound support queries within the first 60 days of deployment freeing the support team from repetitive questions that previously consumed most of their time
• 89% of customer conversations handled end-to-end by the AI agent without requiring human intervention allowing the team to focus on higher-value interactions
• 4x faster response times dropping from an average of 5 hours to under 30 seconds across all channels regardless of peak traffic or time of day
• 280 support hours saved every single month post-deployment — hours now redirected toward growth initiatives instead of repetitive support tasks
The impact was both immediate and cumulative. The business shifted from reactive support to proactive operations where AI absorbed the bulk of incoming volume and humans focused only on what truly required judgment. Response delays disappeared, customer satisfaction improved and operational efficiency increased without increasing headcount.
Our front desk staff went from drowning in paperwork to actually engaging with patients. The AI handles the repetitive work that was burning everyone out.
Dr. Lisa Pham
Founder, ClearPath Medical
read more
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