Automated Fax Processing System for Sleep Apnea Care Provider

The organization faces significant operational inefficiencies due to manual processing of 150,000 annual faxed referrals. Current challenges include: 1) Backlogs causing delayed urgent referrals requiring lifesaving equipment, 2) 10-member team spending excessive time on low-value fax sorting (150 faxes/day manually processed), 3) Frequent operational 'chaos' from urgent fax delays requiring supervisor intervention, and 4) 25% of faxes being closable without human interaction but currently consuming processing capacity.

A rapidly growing healthcare provider specializing in home sleep apnea testing, diagnosis, CPAP equipment supply, and treatment coaching. Serves patients through end-to-end care coordination with 100+ staff members.

• Automate sorting and classification of 150,000+ annual faxed referrals
• Eliminate processing backlogs while prioritizing urgent medical cases
• Reallocate existing staff from manual sorting to higher-value clinical coordination
• Achieve 280% increase in daily fax processing capacity (from 150 to 570 faxes/day)
• Automatically close 25% of non-actionable referrals without human intervention

• Scheduled bot execution for continuous daily processing
• Web portal integration with existing electronic fax database
• OCR engine for text extraction from scanned fax images
• Document type classification using content pattern recognition
• Automated closure of standard authorization documents
• Priority routing for urgent referrals with alert notifications
• Team workload distribution for manual follow-up cases
• Daily processing summary reports with email delivery

• Existing web-based inbound fax database
• Enterprise email notification system

• Scalability to handle 150,000 annual fax volume with peak processing capacity
• Processing speed maintaining zero backlog under maximum load
• Healthcare data security compliance (HIPAA) for patient information
• System uptime of 99.9% during business hours
• Error handling with automatic retry mechanisms

The implementation is projected to deliver: $40,000+ annual labor cost savings through process automation, 12% productivity increase in referral processing operations, complete elimination of processing backlogs, 8 hours/day of reclaimed staff time for clinical coordination, and guaranteed timely handling of urgent medical referrals through automated alert systems. The solution will also create capacity for business expansion by freeing 10-member fax team for higher-value work.