ClearPath Medical gave their staff 4 hours back every single day Copy
An AI agent automates patient intake 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
Within 90 days of full deployment, front desk staff at all three ClearPath locations were saving an average of 4 hours per person per day on administrative tasks. Insurance claim rejection rates dropped from 12% to under 3% thanks to automated verification and data validation. No-show appointments fell by 60%, from 22% to under 9%, recovering an estimated $9,000 per month in previously lost revenue.
Patient satisfaction scores climbed to 94%, with patients consistently highlighting the smoother intake experience and helpful appointment reminders. Staff overtime was eliminated entirely, and ClearPath has not lost a single front desk team member since deployment. Dr. Pham reported that the practice recouped the full cost of the Operator engagement within the first four months through reduced claim rejections and recovered no-show revenue alone.
Within 90 days of full deployment, front desk staff at all three ClearPath locations were saving an average of 4 hours per person per day on administrative tasks. Insurance claim rejection rates dropped from 12% to under 3% thanks to automated verification and data validation. No-show appointments fell by 60%, from 22% to under 9%, recovering an estimated $9,000 per month in previously lost revenue.
Patient satisfaction scores climbed to 94%, with patients consistently highlighting the smoother intake experience and helpful appointment reminders. Staff overtime was eliminated entirely, and ClearPath has not lost a single front desk team member since deployment. Dr. Pham reported that the practice recouped the full cost of the Operator engagement within the first four months through reduced claim rejections and recovered no-show revenue alone.
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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