Our client, a not-for-profit organisation which provides care for elderly patients in their own homes, was overwhelmed by a necessary but labour-intensive task. As a legal requirement, they are tasked with uploading their patients medical charts onto a centralised system. This process encompasses between 150 and 200 files per day, which need to be uploaded to each patient individually. Due to the volume of files, it was not possible to complete this job manually. The completion of these files was a legal requirement.
The organisation is at the forefront of providing care to at-risk seniors, keeping them in their own homes, allowing them to avoid having to move into a nursing home. They prioritise helping their clients to lead an independent life whilst helping them to manage and improve their health.
Aware that this process was labour-intensive, our client had initially attempted to automate it; however, the process broke. There are a lot of files to compile, and also two websites where information is also collected from. One of the websites is relatively straightforward; we simply request the files from the previous day, and these can be downloaded as a zip file. However, the other website is a file-sharing website so we have to look at a long list of zip files and work out which ones haven’t been downloaded yet.
Cevitr took on this process and, with the help of digital worker ‘Jo’, complete this process accurately and quickly, typically taking 1-1.5 hours to complete. Jo (Cevitr’s digital worker) also validates the name on the PDF to ensure all details match. Through this validation process, Jo our digital worker will reject any files that don’t match.
To implement the automation, we initiated a process discussion and, from the findings, implemented the process. Initially, we uploaded the completed files to a test folder. Once the client confirmed they were happy with the process, we went on to deploy it. The development phase to completion took under one month.
There was a backlog of files that needed to be dealt with, and Jo our digital worker can catch up on the backlog, completing 1-2 months of files per week.
This task was prime for automation as it’s a repetitive, time-consuming job. Implementing the automation has meant that our client can focus on working with their patients, providing excellent care and more creative and beneficial tasks.