Executive Summary
A mid-sized healthcare organization in the United States faced growing challenges with manual patient intake processes, fragmented administrative workflows, and increasing operational overhead. Paper-based forms, disconnected systems, and repetitive data entry were causing longer patient wait times, higher error rates, and staff burnout. To address these issues, DPR Solutions Inc. implemented an Appian for healthcare low-code automation solution tailored to the organization’s patient intake and administrative workflows, leveraging its deep expertise in healthcare IT and Appian platform delivery.
Key outcomes within months of deployment included:
- 50% faster patient intake processing and reduced check-in delays
- 60% reduction in manual administrative data entry tasks
- 70% improvement in patient data accuracy across intake workflows
- 30% increase in staff productivity and operational efficiency
- Enhanced visibility through real-time intake and workflow dashboards
The project aligned patient experience goals with operational efficiency and regulatory requirements by automating intake processes and standardizing workflows across departments. DPR Solutions Inc.’s scalable, low-code Appian solution reduced administrative burden, improved care coordination, and established a foundation for future healthcare automation initiatives.
Introduction
Patient intake is the first operational touchpoint in the healthcare journey, yet it is often the most fragmented. Many providers rely on a mix of paper forms, legacy EHR modules, and manual validation processes that slow down operations and frustrate patients. As patient volumes increase and staffing shortages persist, these inefficiencies directly impact both care quality and financial performance.
DPR Solutions Inc., headquartered in Virginia, worked closely with the healthcare organization to redesign intake workflows using Appian’s low-code platform. The objective was not just digitization, but intelligent orchestration – connecting people, systems, and data into a single automated experience that could scale across departments.
This case study details how Appian for healthcare patient intake automation helped reduce administrative burden while improving patient satisfaction and compliance readiness.
Context and Industry Challenges
Healthcare providers operate in one of the most complex regulatory and operational environments. Intake workflows must handle insurance verification, consent management, eligibility checks, and clinical pre-assessments—all while complying with HIPAA and internal governance policies.
Prior to engaging DPR Solutions, the organization faced several systemic challenges:
- Patient intake relied heavily on paper and PDF-based forms
- Staff manually re-entered data into EHR and billing systems
- Intake processing varied by department and location
- Incomplete or inaccurate data delays downstream workflows
- Limited visibility into intake bottlenecks and workload distribution
Industry benchmarks indicate that administrative tasks consume up to 30% of clinical staff time. Leadership recognized that continuing with fragmented processes would limit growth and strain already overburdened teams. They sought a solution built on low-code platforms in healthcare that could deliver speed without sacrificing control.
Client Operational Pain Points
A detailed assessment conducted by DPR Solutions uncovered key operational pain points:
- Manual Patient Intake Processing: Front-desk and care teams spent excessive time collecting, validating, and correcting patient information.
- Disconnected Systems: Patient data was entered multiple times across intake, EHR, billing, and compliance systems, increasing error rates.
- Long Intake Cycle Times: Patients experienced delays during check-in, leading to appointment backlogs and dissatisfaction.
- Limited Workflow Transparency: Managers lacked real-time insight into intake volumes, exceptions, and processing delays.
- Scalability Constraints: Existing systems could not adapt quickly to new intake requirements or service lines.
These issues made a strong case for adopting Appian healthcare use cases focused on workflow automation and system orchestration.
DPR Solutions’ Appian Implementation Strategy
DPR Solutions designed an Appian-based intake solution tailored to healthcare operations, compliance, and user experience. The strategy emphasized automation, integration, and rapid adaptability.
Key components included:
- Patient Intake Workflow Automation: Appian was used to digitize intake forms, automate task routing, and manage exceptions across departments.
- System Integration Layer: The platform integrated with EHR, insurance verification, and billing systems to eliminate duplicate data entry.
- Business Rules and Validation: Automated rules ensured completeness and accuracy before data reached downstream systems.
- Role-Based Interfaces: Customized interfaces were built for front-desk staff, clinicians, and administrators.
- Real-Time Dashboards: Operational dashboards provided visibility into intake status, workload, and performance metrics.
By implementing Best Appian Low-Code Automation Solutions, DPR Solutions ensured that the platform could evolve alongside changing healthcare requirements without long development cycles.
Operational and Administrative Impact
The Appian solution delivered immediate operational benefits across the organization:
- Reduced Intake Processing Time: Automated workflows shortened patient onboarding and reduced front-desk congestion.
- Lower Administrative Burden: Staff no longer re-enter data across systems, freeing time for patient-facing activities.
- Improved Data Accuracy: Validation rules reduced missing and inconsistent information at intake.
- Standardized Processes: Intake workflows became consistent across departments and locations.
- Enhanced Patient Experience: Digital forms and faster check-in improved overall satisfaction.
The organization was able to modernize intake operations while maintaining full control over compliance and governance.
Measured Outcomes and KPIs
DPR Solutions tracked key performance indicators before and after implementation to quantify results:
| Metric | Before Appian | After Implementation | Improvement |
| Patient Intake Cycle Time | 25 minutes | 12 minutes | 52% faster |
| Manual Data Entry Tasks | High | Minimal | 60% reduction |
| Intake Error Rate | 14% | 4% | 71% reduction |
| Staff Productivity | Baseline | Improved | +30% |
| Operational Visibility | Limited | Real-time | Fully enabled |
These results highlight how Appian for healthcare automation translated directly into measurable efficiency gains and cost avoidance.
Strategic Value for Healthcare Operations
Beyond operational metrics, the Appian platform delivered long-term strategic value:
- Faster onboarding of new service lines
- Improved compliance audit readiness
- Scalable workflows adaptable to regulatory changes
- Reduced dependency on custom-coded solutions
- Strong foundation for future digital health initiatives
By using low-code platforms in healthcare, the organization gained agility without compromising stability or security.
Final Takeaway: Delivering Intelligent Healthcare Automation with DPR Solutions
This case study demonstrates how automating patient intake with Appian can significantly reduce administrative burden while improving operational performance. By rethinking intake as an orchestrated, data-driven workflow rather than a manual task, the healthcare provider achieved faster processing, higher accuracy, and better staff utilization.
DPR Solutions Inc. brings deep Appian expertise and healthcare domain knowledge to deliver automation that works in real-world clinical environments. Through thoughtful implementation and scalable design, DPR Solutions helps healthcare organizations unlock the full potential of Appian – streamlining operations today while preparing for tomorrow’s demands.
To learn how DPR Solutions Inc. can modernize patient intake and healthcare workflows using Appian low-code automation, reach out to the team and explore tailored Appian solutions for your organization.