ClearPath Medical Group is a multi-location primary and specialty care group with 22 clinic locations and 180 employees across clinical, administrative, and operations staff. Approximately $28M in annual revenue [measured]. Their EHR was functioning as a records system only — no workflow automation, no inter-clinic coordination logic, no patient communication automation in place.
ClearPath's biggest problem wasn't clinical — it was operational. Referral coordination between the 22 locations was fully manual, with an average 4.2-day follow-up time [measured]. Three full-time employees were dedicated to inter-clinic scheduling by phone. 14 of 22 locations were still using paper intake forms, manually entered into the EHR. Monthly operations reports took 2 weeks to compile. And no-show rates were running at 18% [measured] because appointment reminders were done manually — or not at all.
ClearPath's engagement followed the Coriven Method across all four phases. Total engagement cost: $18,000 [measured]. Total client time invested: ~38 hours [estimated].
Assessed 4 operational domains — referral management, patient scheduling, intake processing, and reporting — through discovery interviews with the COO, 4 clinic managers, 3 referral coordinators, and front-desk staff at 5 representative locations. Measured referral follow-up times from EHR timestamps. Measured no-show rates from appointment records. Identified 6 findings with direct patient and operational impact. Scored each finding on clinical risk, patient impact, speed to value, implementation complexity, and multi-site scalability.
Deployed automated referral routing (Finding 1) in week 2 — highest clinical impact, fastest implementation. Launched online inter-clinic scheduling in week 3 (Finding 2). Deployed digital intake forms at first 10 locations in weeks 3–4 (Finding 3). Built the live ops dashboard to replace manual reporting (Finding 5). Deployed automated appointment reminders via SMS (Finding 6) in week 4. Compliance documentation cleanup (Finding 4) scoped as part of Phase 2 retainer work.
Conducted 5 training sessions across representative locations — digital intake, scheduling system, and referral routing. Trained referral coordinators in dedicated session on new workflow and exception handling. Clinic managers trained on live ops dashboard — adopted within first week. Scheduling tool adoption reached 94% at launched locations within 30 days. Front-desk digital intake adoption was immediate — paper was simply removed at converted locations.
Measured at 30, 60, and 90 days. Referral follow-up time tracked from EHR referral creation timestamp to first patient contact log. No-show rates pulled from appointment system at all 22 locations. FTE allocation re-assessed by operations director. Ops report compilation time eliminated — replaced by live dashboard. Every metric tagged [measured] or [estimated]. No-show reduction alone represents approximately $52K in annual revenue recovery [estimated].
Each finding scored on a 5-point weighted model: clinical risk, patient impact, speed to value, implementation complexity, and multi-site scalability.
| Finding | Score | Before | After (90 days) |
|---|---|---|---|
|
Referral Coordination — Manual Routing
Clinical Ops · Patient Risk
|
4.80 Do First | 4.2-day avg follow-up, manual routing between 22 locations, patients falling through [measured] | Same-day follow-up — automated routing at all 22 locations [measured] |
|
Patient Appointment Reminders — Manual
Patient Experience · Revenue Impact
|
4.50 Do First | 18% no-show rate, reminders done manually or not at all [measured] | 9% no-show rate — automated SMS reminders at 24hr + 2hr intervals [measured] |
|
Inter-Clinic Scheduling — Phone-Based
Ops Efficiency · FTE Cost
|
4.20 Do First | 3 FTEs on phones, all day — inter-clinic scheduling by call only [measured] | Online scheduling deployed — FTE load reduced from 3 to 1, 2 FTEs redeployed [measured] |
|
Paper Intake Forms — 14 of 22 Locations
Data Quality · Process Friction
|
3.80 Do Next | Paper at 14 locations, manual EHR entry with 2-day lag, transcription errors [estimated] | Digital intake at 18 of 22 locations — 4 remaining in progress [measured] |
|
Monthly Ops Report — 2-Week Compile Time
Management Ops · Decision Speed
|
3.50 Do Next | 2 weeks to compile from 22 sources — always stale by the time it reached leadership [estimated] | Live ops dashboard — real-time visibility, zero manual assembly [measured] |
|
Compliance Documentation — Scattered
Compliance · Risk
|
3.10 Plan For | Compliance docs across email, shared drives, and EHR — no single source, audit risk [estimated] | Scoped for Phase 2 — documentation consolidation project initiated |
Referral follow-up went from 4.2 days to same business day at all 22 locations [measured]. No-show reduction alone represents approximately $52K in annual revenue recovery [estimated]. Monthly ops report compilation eliminated entirely [measured].
Five of six findings were addressed in Phase 1. Phase 2 completes digital intake at the remaining 4 locations and builds the compliance documentation foundation to reduce audit risk across the group.
We find where your team is losing time and patients are falling through the cracks, build the fix, train your team, and prove it worked with real numbers. Starting at $7,500 for a 4-week sprint.
Start the Conversation →Disclaimer: This case study is based on a simulated engagement using the Coriven Method. "ClearPath Medical Group" is a representative company profile. All findings reflect the methodology Coriven applies to real engagements. Numbers tagged [measured] reflect verified data within the simulation. Numbers tagged [estimated] are calculated from baseline data and implementation modeling. Actual results vary.
All numbers carry measurement tags — [measured] or [estimated] — because we believe in transparency. If we can't measure it, we say so.