AI-Powered Patient Intake System

Overview

HealthBridge, a network of 23 urgent care clinics, needed to reduce patient intake time and eliminate paper forms. DevNexus built an AI-powered intake system that extracts insurance information from photos and pre-fills patient records — cutting intake time from 12 minutes to 3.8 minutes.

The Challenge

Patients were filling out the same paper forms at every visit. Front desk staff spent 40% of their time on data entry. Insurance verification was manual and error-prone, causing billing delays that averaged 14 days per claim.

The existing EHR system (Epic) had no self-service intake option. Every patient interaction started with a clipboard and a pen.

Our Approach

1. Field research: We shadowed front desk staff at 3 locations to map the actual intake flow — not what was documented, but what actually happened.
2. Mobile-first web app: We designed a mobile-first web app (no app store friction) for patient self-service that worked on any smartphone.
3. OCR + LLM pipeline: We built a computer vision pipeline that extracts data from insurance card photos with 94% accuracy, then uses an LLM to validate and structure the data.
4. EHR integration: We integrated with Epic via HL7 FHIR APIs, so patient records update in real-time without manual data entry.

The Solution

The final system is a Progressive Web App that patients access via a QR code in the waiting room. They photograph their insurance card and ID, confirm the extracted data, and their record is updated in Epic before they see the doctor.

For edge cases where the AI extraction confidence is below 85%, the system flags the record for front desk review — but this happens for less than 6% of submissions.

Results

• Intake time: Dropped from 12 minutes to 3.8 minutes (68% reduction)
• Staff reallocation: 40% of data-entry time redeployed to patient care
• Insurance verification errors: Dropped 71%
• Annual savings: $340K in administrative labor across 23 locations
• Patient satisfaction: NPS increased by 18 points

Client Testimonial

"Our front desk staff went from data entry clerks to patient advocates. DevNexus didn't just build software — they changed how our clinics operate."
— Dr. Sarah Chen, COO, HealthBridge