A 12-provider clinic was losing providers to burnout. Clinicians spent 2.5 hours per day on documentation. No-show rate was 22%. New patient intake required 25 minutes of in-appointment paperwork.
The deployment
- Scribe (Documentation): Transcribes voice recordings into structured notes (SOAP for GPs, DAP for psychologists), assigns ICD-10 codes.
- Aria (Scheduling): Manages appointments, sends context-aware reminders, handles cancellations, manages waitlist.
- Welcome (Patient Intake): Guides patients through digital registration, insurance upload, medical history, consent forms.
Results (90 days)
| Metric | Before | After | Change |
|---|---|---|---|
| Clinician admin time/day | 2.5 hours | 35 minutes | -77% |
| Same-day chart completion | 40% | 94% | +135% |
| No-show rate | 22% | 14% | -36% |
| In-appointment intake time | 25 minutes | 5 minutes | -80% |
| Provider satisfaction (1-10) | 5.2 | 8.1 | +56% |
What mattered most
Clinicians stopped taking work home. Notes are waiting in the EHR within minutes of dictation. Review and sign-off takes 2-3 minutes per chart.
Aria's no-show reduction was driven by personalized, context-appropriate reminders — not generic messages. The specificity of the communication made patients feel recognized.
HIPAA and privacy
All agents operate on HIPAA-compliant infrastructure. Scribe doesn't store raw audio. Welcome processes intake data in an encrypted pipeline with no persistent storage of unprocessed PHI.