Reclaiming 40% of Clinical Staff Time With AI-Powered Patient Operations

The Challenge

A multi-location healthcare provider across the southeastern United States was losing clinical staff to administrative work. Scheduling consumed 40% of front desk bandwidth. Patient inquiries went unanswered for hours. Medical record processing was manual. OR scheduling left surgical suites idle 15-20%.

The organization had tried generic chatbot solutions. Patients found them frustrating. Clinicians didn't trust them.

What We Built

A suite of 8 AI agents across patient-facing and operational workflows: Patient Scheduling Agent with EHR integration, Medical Record Processor achieving 70% processing time reduction, Patient Support Agent handling insurance questions and post-care follow-up, and OR Optimizer for block schedule analysis and utilization gap identification.

All agents built with HIPAA-aware architecture, audit logging, PHI protocols, role-based access, and human-in-the-loop escalation.

Results

• 30% reduction in administrative costs
• 70% faster medical record processing
• 40% of front desk time reclaimed for patient interaction
• OR utilization improved from 78% to 91%
• 8 AI use cases across 4 facility locations
• 5% patient satisfaction improvement in first quarter

We needed AI that knows what 'prior authorization for a Level 4 E/M visit' means and can explain it to a patient in plain English. That's what NexaRevive delivered. — Dr. Sarah Mitchell, VP of Operations, Coastal Health Partners