All case studies
- Case Study 08
- Healthcare & ABA
- USA
Intelligent Intake & Scheduling Automation for BTVAS
How custom AI workflow automation accelerated patient intake and optimized therapist-client matching.
Headline results
- Reduction in intake time
- 80%
- Contact-to-match delay
- 24 hrs
- Schedule optimization
- 98%
The situation
The Problem
Behavior Therapy & Vocal Analysis Services (BTVAS) had high manual overhead matching therapy clients with certified therapists. The team spent days processing intake documents, verifying insurance authorizations, and coordinating therapist calendars manually.
CLINICAL BOTTLENECKS
- Patient intake processing taking 5+ business days
- Therapist-client matching delayed by map and availability cross-referencing
- Authorization tracking done manually on calendars
- Significant admin overhead delaying essential care for children
What we built
What We Built
A secure and automated intake assistant and a custom scheduling engine. It securely processes client intake PDFs, extracts availability and therapist preferences, and runs matching logic that optimizes therapist travel times and clinical suitability.
THE SYSTEM
- Secure patient intake document parser
- Constraint-satisfaction matching engine (coordinates geography & calendar availability)
- Automated insurance authorization tracking alerts
- Integrated clinical scheduling and schedule change logs
Afterwards
Results
| Metric | Before | After |
|---|---|---|
| Intake processing cycle | 5+ business days | 4 hours |
| Client-therapist matching | Days of back-and-forth | Instant suggestions |
| Schedule coordination overhead | Hours weekly | 98% Reduction |