Kate Andres-Trinidad
Clinic Manager, Kennedy Medical Centre
“Phelix AI has been effective in managing day-to-day clinic operations. The time spent sorting out our faxes has decreased significantly. Staff members are now more confident in navigating the system, which is a positive development, especially for a larger medical setting.”
Introduction
Kennedy Medical Centre, a trusted healthcare provider for over a decade, serves a patient base of 10,000 individuals. The clinic’s multidisciplinary team includes family doctors, specialists like orthopedics, allergists, internal medicine practitioners, and a women’s health clinic offering specialized services such as IUD insertions and menopause management. Using the OSCAR EMR system, the clinic manages a significant volume of patient documentation daily, processing over 100 faxes on peak days.
Challenges
Kennedy Medical Centre faced mounting challenges due to the overwhelming volume of administrative tasks. Managing incoming faxes was particularly taxing. Each day, staff spent hours downloading, manually sorting, and uploading documents into OSCAR. This process often took up to two hours for sorting, followed by an additional 90 minutes to update patient records.
The inefficiencies caused significant strain on staff, who found themselves caught in a loop of repetitive and time-intensive tasks. This not only led to staff burnout but also detracted from their ability to focus on patient care. On high-volume days, the pressure to keep up with administrative demands left staff feeling rushed, compromising the quality of their interactions with patients.
Solutions and Implementation
Kennedy Medical Centre turned to Phelix AI Inbox to resolve its workflow challenges, integrating an AI-powered system designed to automate and streamline administrative processes.
The cornerstone of this transformation was the AI-driven triage system, which automatically categorized faxes into types such as diagnostics, prescriptions, and referrals. This eliminated the need for manual sorting, enabling staff to focus on patient-centric tasks rather than routine document management.
Additionally, the introduction of automated demographic creation streamlined the process for handling new referrals. Instead of manually entering patient details, staff relied on the AI to accurately populate demographic data. This feature not only saved time but also minimized errors, ensuring a smoother and faster onboarding experience for patients.
The system’s direct integration with OSCAR further enhanced efficiency. By bypassing redundant steps such as downloading and re-uploading files, Phelix AI Inbox ensured that documents were seamlessly uploaded to patient charts. This automation drastically reduced delays and made critical information instantly accessible to the care team.
Although there was initial hesitation among staff about adopting new technology, the transition was made seamless with the support provided by Phelix. The team worked closely with the clinic, offering immediate assistance and even same-day video calls to address concerns during the onboarding process. Kate highlighted this aspect of the experience:
“The team was very responsive, even setting up video calls on the same day when needed. Their support made a huge difference.”
Conclusion
The adoption of Phelix AI Inbox revolutionized Kennedy Medical Centre’s administrative workflows, significantly reducing inefficiencies and empowering staff to focus on their primary mission—delivering high-quality patient care. The automation of repetitive tasks led to a 50% reduction in administrative workload, saving hours daily and alleviating the stress on clinic staff.
The seamless handling of referrals, automatic demographic creation, and integration with OSCAR improved operational efficiency while reducing errors. These advancements allowed staff to engage more meaningfully with patients, enhancing the overall care experience.
Kennedy Medical Centre’s partnership with Phelix AI Inbox underscores the transformative power of automation in healthcare. By eliminating administrative bottlenecks, the clinic has set a new standard for efficiency and reaffirmed its commitment to providing exceptional care to its community.
