Cloud-Based Infusion Management Platform for Oncology Centers
Healthcare
Engineering
UX Consulting
BACKGROUND
About client
The client is a healthcare startup focused on improving infusion therapy operations. They operate a network of large infusion clinics and specialty centers that deliver critical infusion treatments - including oncology therapies and chronic care infusions - across the USA. Although they currently use off-the-shelf EHR solutions, their operational workflows are hindered by manual processes and fragmented systems. The leadership envisioned a cloud solution that enhances workflow efficiency, integrates with existing EHR systems, and optimizes billing and inventory management to drive better patient outcomes and ROI.
What was the problem and why they reached out?
Infusion clinics face significant operational challenges: complex insurance verification and pre-authorization processes cause substantial delays and revenue loss, while manual workflows result in double data entry, staff burnout, and inefficient use of clinical time. Additionally, disjointed data across EHR systems and infusion-specific platforms leads to a lack of unified patient records and hinders effective treatment planning. The client experienced high administrative overheads and recurring financial losses due to claim denials and mismanaged inventory. Realizing that these inefficiencies directly impact patient care and clinic profitability, they reached out to our team to develop an integrated, cloud-based platform.
What was the problem and why they reached out?
Infusion clinics face significant operational challenges: complex insurance verification and pre-authorization processes cause substantial delays and revenue loss, while manual workflows result in double data entry, staff burnout, and inefficient use of clinical time. Additionally, disjointed data across EHR systems and infusion-specific platforms leads to a lack of unified patient records and hinders effective treatment planning. The client experienced high administrative overheads and recurring financial losses due to claim denials and mismanaged inventory. Realizing that these inefficiencies directly impact patient care and clinic profitability, they reached out to our team to develop an integrated, cloud-based platform.
6 experts
Project team size
Texas, United States
Client's location
Over 15
Third-party integrations
HIPAA
Compliance ensured
AthenHealth and eClinicalWorks
Integrated EHR providers
The problems
1
Complex Insurance Verification & Pre-Authorization
Insurance verification was a significant bottleneck, involving hours of manual checks per patient and frequent errors. Denied claims due to incorrect pre-authorizations led to direct financial losses (up to $20,500 per patient), disrupted cash flow, delayed treatment initiation, and negatively impacted patient satisfaction.
2
Lack of Integration with Existing EHR Systems
Clinicians and administrative staff had to repeatedly enter patient data across multiple disconnected systems. Double data entry not only consumed up to 7 hours daily but also increased clinical risks, data inaccuracies, and compliance vulnerabilities.
3
Poor Workflow Management Across Departments
Separate scheduling, pharmacy management, treatment administration, and billing processes led to constant miscommunication, delays, and stress. Staff spent significant daily hours manually coordinating appointments, rescheduling procedures, searching for patient information, and managing unexpected issues.
4
Limited Operational Visibility and Analytics
Due to fragmented systems, the client lacked real-time visibility into patient status, resource utilization, and operational efficiency. Inefficient data reporting hindered informed decision-making and prevented proactive management of clinical and administrative processes.
5
Regulatory Compliance Challenges
Disparate documentation across multiple systems increased the risk of discrepancies, complicating compliance audits and inspections. Inaccurate or inconsistent documentation created potential liabilities, fines, and regulatory penalties.
Struggle with costly insurance verification?
Solutions
The solutions
EHR Integration (eClinicalWorks/AthenaHealth)
Built seamless, real-time integration between Infusmart and eClinicalWorks and AthenaHealth, enabling automatic data synchronization for patient demographics, prescriptions, lab results, and treatment logs.
Impact
- Eliminates manual double-entry tasks and reduces administrative burden.
- Prevents clinical errors from inconsistent or missing data.
- Ensures a unified, real-time view of patient information across systems.
Impact
- Eliminates manual double-entry tasks and reduces administrative burden.
- Prevents clinical errors from inconsistent or missing data.
- Ensures a unified, real-time view of patient information across systems.
Insurance Verification & Claims Management
Developed automated insurance verification and pre-authorization capabilities, including real-time eligibility checks, automated claim preparation, and electronic submission to clearinghouses.
Impact
- Reduced insurance verification time from hours to minutes.
- Dramatically decreased denied claims and improved revenue capture.
- Accelerated patient onboarding and treatment initiation.
Impact
- Reduced insurance verification time from hours to minutes.
- Dramatically decreased denied claims and improved revenue capture.
- Accelerated patient onboarding and treatment initiation.
Inventory Management for Infusion Medications
Integrated real-time medication inventory tracking within Infusmart, with automatic re-ordering alerts, medication usage analytics, and expiration notifications.
Impact
- Prevented treatment delays due to medication shortages.
- Reduced waste and optimized medication stock levels.
- Improved overall cost-efficiency of inventory management.
Impact
- Prevented treatment delays due to medication shortages.
- Reduced waste and optimized medication stock levels.
- Improved overall cost-efficiency of inventory management.
Scheduling & Resource Constraints
Implemented dynamic scheduling algorithms and resource planning tools that match patient appointments with available chairs, clinician schedules, and medication readiness.
Impact
- Maximized infusion chair occupancy and resource utilization.
- Significantly decreased patient wait times and increased daily patient throughput
- Improved predictability and reduced administrative stress.
Impact
- Maximized infusion chair occupancy and resource utilization.
- Significantly decreased patient wait times and increased daily patient throughput
- Improved predictability and reduced administrative stress.
Clinical Documentation & Workflow Support
Designed standardized, workflow-integrated clinical documentation modules within Infusmart, ensuring structured data entry, automated documentation, and real-time synchronization with EHRs.
Impact
- Improved documentation accuracy and compliance.
- Reduced clinical documentation workload and error rates.
- Streamlined clinical decision-making and enhanced patient safety.
Impact
- Improved documentation accuracy and compliance.
- Reduced clinical documentation workload and error rates.
- Streamlined clinical decision-making and enhanced patient safety.
Billing, Clearinghouse & Payment Integration
Automated claims preparation integrated with billing and clearinghouse services within Infusmart, ensuring accurate CPT coding, real-time billing status tracking, and automated reconciliation.
Impact
- Accelerated claims submission and revenue cycles.
- Minimized billing errors and reduced claim denials.
- Improved cash flow and financial stability.
Impact
- Accelerated claims submission and revenue cycles.
- Minimized billing errors and reduced claim denials.
- Improved cash flow and financial stability.
Data & Analytics / Reporting
Implemented comprehensive analytics dashboards and automated reporting tools, providing visibility into clinical outcomes, operational efficiency, insurance performance, and financial metrics.
Impact
- Enabled proactive management of clinic operations.
- Enhanced data-driven decision-making capabilities.
- Identified bottlenecks and opportunities for operational improvement.
Impact
- Enabled proactive management of clinic operations.
- Enhanced data-driven decision-making capabilities.
- Identified bottlenecks and opportunities for operational improvement.
Security & HIPAA Compliance
Integrated robust security protocols into Infusmart, including data encryption (at-rest and in-transit), secure user authentication, comprehensive audit trails, and strict role-based access controls.
Impact
- Ensured full compliance with HIPAA and other regulatory requirements.
- Enhanced patient and clinic confidence in data security.
- Prevented data breaches and significantly reduced compliance risks.
Impact
- Ensured full compliance with HIPAA and other regulatory requirements.
- Enhanced patient and clinic confidence in data security.
- Prevented data breaches and significantly reduced compliance risks.
See the infusion care platform in action
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