Case Study
Case Study 1
Streamlining Operational
Audits with Automation
Client Overview
A busy dental practice in the UK managing multiple locations and a large patient base was struggling with time-consuming manual auditing processes. This administrative burden was diverting attention from patient care and slowing operational efficiency.
The Situation
The practice relied heavily on manual checks for operational auditing, which involved tracking compliance, financial records, and administrative workflows.
The process was not only labor-intensive but also prone to human error, leading to delays and inconsistencies in reporting.
Problem Statement
The key challenge was the Inefficiency and Inaccuracy or In manual auditing. Staff members spent significant time on repetitive tasks, resulting in missed compliance deadlines, reporting errors and a lack of real-time insights into the practice's operational health.
Solution
We implemented a comprehensive automation solution for the operational auditing process. We designed and integrated automated workflows to handle compliance checks, data validation, and reporting-eliminating manual intervention while ensuring accuracy and consistency.
Implementation
The automation was rolled out in phases, starting with an assessment of existing workflows. Our team customised automation tools to meet the practice’s specific needs, followed by staff training to ensure smooth adoption. The transition was seamless, with minimal disruption to daily operations.
Results & Impact
Key Takeaways
This case study highlights how automation can transform operational auditing, reducing administrative burdens, improving accuracy, and enhancing overall efficiency. Ready to streamline your practice’s operations? Contact PractiOptix today to discover how automation can drive your success
Case Study 2
Automation of
complex clinician pay process
Client Overview
A busy dental practice in the UK managing multiple locations and a large dentist base was struggling with time-consuming manual clinician (dentist) payment process. This administrative burden was diverting attention from other core finance tasks for 56 hours every month.
The Situation
The practice relied heavily on manual checks for the private clinician payment processing which involved tracking financial charges (for each dentist), cost of laboratory bills (cost sharing ratio as per contract), NHS charges, retention charges for each dentists etc. The process was not only labor-intensive but also complex as a single dentist at times used to visit multiple locations to see patients. The dentists had to be accurately mapped with their patients to eliminate any reporting errors during the calculation of their final payment schedules.
Problem Statement
The key challenge was the inefficiency and inaccuracy of the manual process. Staff members spent significant time on repetitive tasks, resulting in missed payment deadlines, reporting errors, customer dissatisfaction and a lack of real-time insights into the company’s financial health.
The Solution
We implemented a comprehensive automation solution for the clinician payment process. We designed and integrated automated workflows to touch on every single data points, data visualisation and validation, and reporting—eliminating 80% of manual intervention while ensuring accuracy and consistency.
Implementation
The automation first went on trial and was then rolled out for all clinicians across practices with an assessment of existing data flows. Our team customised automation tools to meet specific needs, followed by staff training to ensure smooth adoption.
Results & Impact
Key Takeaways
This case study highlights how automation can transform efficiency of a process, reducing administrative burdens, improving accuracy, and enhancing overall efficiency of the function leading to higher customer satisfaction.
Case Study 3
Optimizing HR Documentation, Vendor Management, and Equipment Maintenance for Dental Compliance
Client Overview
A rapidly growing dental chain, established just before the onset of the COVID-19 pandemic, faced significant operational challenges after resuming activities following a two-year hiatus. The organization had lost track of its vendor management processes, lacked proper documentation for HR paperwork and staff training, and had minimal records of clinical audits. With an impending Care Quality Commission (CQC) inspection in a few weeks, the company needed an urgent and structured compliance solution.
The Situation
The absence of reliable backend data and insufficient support from staff left the management without the necessary expertise to organize critica operational records. Manually created trackers proved ineffective, leading to data inconsistencies and compliance risks. Key issues included
- No recorded staff training schedules.
- Lack of a structured timeline for periodic dental equipment maintenance.
- Missing essential HR documentation and staff credentials
- Inefficiencies in tracking vendor services
- Time-consuming and inaccurate manual tracking, leading to compliance gaps
Problem Statement
The key challenge was the inefficiency and inaccuracy or In manual auditing. Staff members spent significant time on repetitive tasks, resulting in missed compliance deadlines, reporting errors and a lack of real-time insights into the practice's dental compliance health.
Solution
Our team, comprising experienced dental professionals and Power Bl experts, developed a semi-automated compliance workflow to integrate and manage critical data across multiple operational areas. The solution encompassed:
- Clinical and non-clinical audits
- Equipment service and vendor management
- HR documentation and staff training schedules
The workflow generated timely alerts, ensuring that compliance gaps were addressed before regulatory deadlines. This system provided real-time tracking improved efficiency, and enhanced regulatory adherence across all practices.
Implementation
The compliance workflow was deployed in phases to assess efrectiveness and address potential gaps before full-scale implementation. Atter a two-month trial period, with iterative improvements based on staff and management teedback, the system was officially adopted across all practices, ensuring 100% data accuracy and accessibility at any time.
Results & Impact
Key Takeaways
By implementing a simple yet effective semi-automated compliance workflow, the dental chain:
- Achieved 100% data accuracy with minimal manual intervention.
- Reduced staff involvement in compliance processes by 50%.
- Met regulatory requirements seamlessly while ensuring timely adherence to deadlines.
- Enabled real-time access to operational data from anywhere, anytime.
This transformation allowed the organization to regain control over its compliance Ready to strengthen your practice's compliance and operational processes, ensuring long-term efficiency, accuracy, and regulatory compliance. Ready to strengthen your practice's compliance processes? Contact PractiOptix today to discover how we can support your operational needs.
