A multi-location outpatient specialty clinic based in Texas, serving patients across neurology, orthopedics, and pain management. The organization manages high-volume scheduling and requires rapid prior authorization turnaround to ensure continuity of care and financial efficiency.
The clinic was experiencing critical delays in its prior authorization process. Over 1,200 requests were pending, with many cases stalled beyond the 5- week mark. These delays disrupted clinical workflows and began impacting cash flow.
The existing process was fully manual—relying on staff to call payers, navigate complex IVRs, extract status updates, and manually log information in the Practice Management Software (PMS). Long hold times, repetitive workflows, and limited visibility were leading to:
• Referral attrition
• Aging receivables and revenue leakage
• Increased administrative strain
The clinic implemented CallBotics, an AI-powered autonomous calling platform designed for healthcare revenue cycle operations. Within 48 hours, CallBotics was fully deployed and integrated with the clinic’s existing PMS—without disrupting ongoing operations.
CallBotics autonomously:
• Initiated follow-up calls across 4,000+ U.S. payers
• Navigated IVRs and captured real-time auth statuses, reference numbers, and payer remarks
• Synced all updates directly into the EMR/PMS
• Routed exceptions or denial scenarios to internal teams for review
The impact was immediate and measurable:
• 61% of the backlog cleared within 9 business days
• Turnaround time reduced from 4.8 days to 1.4 days (70% faster)
• $58,000 reimbursements processed
• Full data visibility inside the existing EMR
• Administrative load significantly reduced, enabling teams to focus on patient care
CallBotics is now a core part of the clinic’s prior authorization workflow. The solution operates in the background, delivering round-the-clock automation and ensuring that payer follow-ups never become a bottleneck again.
"The automation worked quietly but delivered visible impact. We now have full clarity without the daily fire drills."
— VP, Clinical Operations
Book a free 5,000-minute pilot at www.callbotics.ai and experience how autonomous calling can reduce your backlog, improve accuracy, and accelerate revenue.
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