Novia Health · Healthcare · 2024
Replacing five tools with one platform that runs the back office
systems consolidated into one platform
staff time recovered across locations
no-show rate after automated reminder flows
operational reporting, down from 4 days
Challenge
Eleven locations, five systems, zero integration. Staff re-keyed patient intake data between tools, scheduling conflicts were caught by phone calls, and leadership's weekly numbers arrived days late and hand-assembled. Errors were creeping into exactly the workflows where errors matter most.
Solution
We designed and built a unified operations platform: AI-processed digital intake, conflict-aware scheduling with automated reminders, and live operational reporting per location. Migration ran location-by-location over eight weeks with zero downtime, and the platform now handles workflows five tools used to share badly.
Process
Three-week discovery embedded with front-desk and clinical staff
Platform architecture with HIPAA-aligned data handling
Location-by-location migration with parallel running and staff training
Post-launch automation of reporting, reminders, and follow-up workflows
Stack
COO — Novia Health
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