RPA in Healthcare: Defining Use Cases, Benefits, and Challenges

Posted in AI Healthcare

RPA in Healthcare: Defining Use Cases, Benefits, and Challenges

As we know, the healthcare industry is continually evolving. Tangible steps are being taken to improve efficiency, accuracy, and patient care practices. RPA, or robotic process automation, has emerged as a powerful tool pushing healthcare to new frontiers. 

This blog explores robotic process automation (RPA) in healthcare, provides real-world examples, shows how to implement it, and discusses its costs, benefits, and associated challenges. Organizations that leverage RPA improve both their operations and healthcare delivery. There are many potential RPA services in healthcare, and we talk about how to make it all come together. 

What Is RPA in Healthcare

Robotic process automation, or RPA, pertains to using robots and repetitive automation to allow different systems to operate autonomously. Tasks can range from administrative tasks, such as data entry, to assistance with clinical documentation.  

Using RPA in healthcare directly improves efficiency and accuracy in healthcare organizations. This frees up staff time, allowing for more focus on patients. As you read ahead, we make a case for robotic process automation RPA in healthcare.

What Do The Numbers Say About RPA in Healthcare?

RPA has been used in healthcare for some time. According to one source, the global RPA healthcare market was $2.9 billion in 2022 and is estimated to grow to $6.2 billion by 2030.

These numbers are a testament to the fact that automation in healthcare is the way to go. Massive strides have already been made, and the ceiling for this is much higher than anticipated. Using RPA in healthcare ties right in with ERP systems used in the healthcare industry. This next section builds a connection between the two. 

7 RPA Use Cases In Healthcare

Building on ERP systems’ improvement of healthcare businesses, using both RPA and AI in healthcare plays a role in making this happen. To prove this, here are seven top AI applications in healthcare.

Scheduling Appointments

An RPA bot can do things such as:

• Verifying whether treatments are eligible under the patient’s insurance 
• Connect patients with the right doctors in the right appointment slots
• Sending patients appointment confirmations and reminders

Claim Management

RPA can help populate claim forms using the data from medical records. It can also find and correct errors in said claim forms before submission. The RPA will follow up on the situation if and when a claim is denied. 

Post-Discharge Management

An RPA helps the patient and the hospital after the patient has been discharged. The RPA can schedule a follow-up appointment, send medication reminders, and share educational material. RPA systems can also help track patient recovery and keep up to date with medication, treatment, and other factors. 

Regulatory Compliance

With an RPA, the process of maintaining medical records becomes a lot smoother. Data collection from different sources is automated, allowing for better reports to be generated for regulatory compliance. An RPA can also immediately flag potential compliance issues. 

Self-Service Kiosk Check-Ins

RPA can work with self-service kiosk check-ins to prevent patients from waiting for their turns. The RPA can guide patients when checking in, collect their information, verify insurance, and update records. Once the patient provides all of the required information, this happens automatically. 

Improved Data Management

With an RPA, data management becomes a breeze. Using an RPA for data management lets you:

• Use data from various sources concurrently
• Use standardized data formats across different systems
• Automatically update patient records 

Proactive Staffing Measures

Staffing is one of the most important aspects of a healthcare business, and an RPA can help with it. Using real-time data, an RPA can:

• Analyze appointment schedules
• Analyze patient volumes 
• Predict staffing needs for different departments 
• Flag potential staffing shortages before they occur

Real-Life Examples of RPA in Healthcare

To show how well RPA works in healthcare, we’ve compiled a list of four hospitals worldwide. Each of these examples of RPA in healthcare sheds light on real-world use cases of RPA in healthcare.

Max Healthcare (India)

Being North India’s largest hospital chain means you have a lot of patients to work with. Max Healthcare developed an RPA that helps smoothen its claims process. This expands across all of their facilities. 

Using a UiPath-designed RPA, the hospital automated tasks such as:

• Extracting customer information from emails and PDF files
• Sorting, saving, and inputting this data in a standardized format
• Automatically logging into government healthcare scheme portals
• Automatically verifying patient transaction records and claims.

The result? Max Healthcare saved 65-75% of the time used in CGHS and ECHS processing, cutting the turnaround time for claims processing by 50%. This is one of the best rpa in healthcare use cases out there.

Northampton General Hospital (United Kingdom)

As a pivotal part of the UK’s COVID-19 response, Northampton General Hospital mainly treats upwards of 380,000 patients. Northampton has used RPA automation to streamline its appointment scheduling processes. 

The hospital first used its RPA to monitor on-premises oxygen supplies during peak COVID-19. This process involved manually logging status updates into the system and physically going to cylinders to capture readings. Their RPA allowed them to continuously monitor oxygen levels 24 hours a day.

This process helped free up staff to tend to more pressing matters. The RPA provided precise readings in real-time, allowing for better resource management. 

MD Anderson Cancer Center (USA)

At MD Anderson Cancer Center, RPAs automate a variety of manual workflows. The hospital solved three pressing matters using an RPA. They used PeopleSoft (HR), Kronos (time/attendance), and ANSOS One-Staff (staffing). 

MD Anderson Cancer Center found that data management was becoming difficult across these platforms. Initially, they used Launchpad and AutoIT but lacked a secure login and metrics to track job performance. 

An RPA was tasked with solving this problem. Its scripting functionality allowed users with and without experience to develop custom automation to address said concerns. 

The result? MD Anderson Cancer Center developed 80 different automations across different domains. Over 2700 nurses and administrative staff use the Automate RPA to manage staffing levels, patient care, and more. Thanks to automation, the hospital also saved close to $150,000 in various ways. 

University Hospitals Birmingham (United Kingdom)

The UHB is a large teaching hospital in the West Midlands of the United Kingdom. Staff use a personal demographics service (PDS) to monitor changes in patient conditions. This system is also tasked with sending appointment reminders and other communications. 

The PDS being used at the University Hospitals Birmingham could not close a loop in case a patient passes away. The system would end up sending reminders to people who were no longer alive, which was naturally very upsetting for grieving loved ones. UHB had almost 50,000 records for patients who had died, and the PDS needed to be manually updated. It would take one person close to six months to update existing records, along with 5000 additions each quarter. 

Using an RPA, the hospital was able to automate this entire process. The system was implemented in three days, and records were updated in seven days. This updated the status of deceased patients, and communications were no longer sent out. 

Implementation Tips for RPA in Healthcare

Successfully implementing an RPA in healthcare requires planning and execution. Different tips need to be followed to leverage the application of RPA in healthcare. These include:

Audit Workflows

Before you change something, you must identify what needs changing and why—examining existing workflows, bottlenecks, mundane repetitions, and error-prone areas. This allows you to pick and choose what needs automation. 

Have all departments identify these pointers. Relevant stakeholders include doctors, nurses, and administrators who use these systems daily. Understand what their problems are and how to solve them. At the very least, it is important to know what are AI chatbots in healthcare.

Pick The Right Tasks To Automate

An RPA shines at the chance to automate at scale. Identify high-volume rule-based tasks that don’t require human intervention. These tasks include, but are not limited to:

• Data entry 
• Appointment scheduling 
• Report generation 

When automating these tasks, ensure that the rules are clearly defined. Having ultra-complex tasks thrown right into an RPA won’t immediately yield the results you want. Avoid processes that aren’t prone to errors due to their complexity, throwing the RPA off. For example, AI in quality assurance is one way to properly use RPAs in healthcare. 

Implement In Phases

For the best results, integrate your RPA in phases. Start with low-risk areas to understand the system, iron out any issues, and gain experience. With time, this integration will be expanded to other operation areas. 

Track the system’s performance constantly each time a phase is completed. This includes processing time, error rates, and the impact of automation. This system can also be adjusted based on requirements. 

RPA in Healthcare Implementation Costs

Using an RPA in healthcare comes with immense benefits across the board. However, the cost of AI in healthcare is not to be ignored. There are various costs associated with RPA implementation. The costs associated with RPA implementation include:

Platform License Fees

When signing up for an RPA software platform, you must pay a monthly or annual subscription fee. These fees vary depending on vendors, features, number of bots, and complexity. 

Number Of RPA Bots And Their Complexity

An RPA bot is a complex tool that requires extensive logic and integrations, which can cost a pretty penny. The cost of your system also depends on how many bots you use and how complex they are. 

Number Of Automated Processes

The time and cost to develop each automation will vary depending on the number of processes you want. A simple RPA bot with more intricate features will take less time than one. 

Integration With Third-Parties

Configuring different integrations into an RPA takes time and resources. The cost of configuring these integrations can drive up the price of your RPA bot. 

Training Staff

It isn’t enough to develop an RPA; you need to train the people who will use it. Once again, the cost of training teams to use the RPA depends on its complexity and the number of people who need training.

Maintenance And Support Costs

An RPA system requires maintenance in case it stops working or needs updates. Maintenance could be part of your RPA subscription or an add-on. If you have a team that manages this, the cost of hiring them also needs to be factored into the mix. 

Scaling Costs

As the benefits of RPA integration continue to show, you want to expand its adoption. You can do this by scaling your platform license for additional functionality or increasing the number of RPA bots used. Also, consider the costs of maintenance and further scaling for the future. 

7 Benefits of RPA in Healthcare

With all this talk of using an RPA in healthcare, how does it help improve workflows while saving time and money, as well as improving staffing? Here are seven benefits of AI in healthcare:

Lower Admin Costs

Data entry, appointment scheduling, and claims processing are the primary targets for RPA automation. These are mundane and repetitive tasks that no longer need human intervention. Automating them would free up staff time, allowing them to prioritize more critical tasks. This is among the most important RPA applications in healthcare.

Improved Data Security

An RPA will do what it is coded to when it should be and precisely as programmed. There is no room for error with an RPA bot that might occur with humans. An RPA can work 24/7, doesn’t get tired or need to take a weekend off, and doesn’t experience varying productivity levels. It also comes with secure access controls that eliminate unauthorized access to patient information. 

Faster Processes

One RPA bot can do the job of several people much faster, more efficiently, and for longer. This streamlines operational processes, drastically reducing bottlenecks and confusion. Appointments are scheduled, records are updated, invoices and reminders are sent on time, and claims are processed as expected and when needed. An RPA will leverage machine learning in healthcare, one of its most important use cases. 

Data Accuracy

Using an RPA bot eliminates inaccuracies and errors in data collection and organization. Accurate data translates to better decision-making and smoother processes. Manual entry always has room for mistakes and inaccuracies, which an RPA eliminates. 

Enhanced Productivity

With an RPA automating mundane and repetitive tasks, staff can do real work—including any tasks that require human intervention and judgment. This results in improved staff productivity and organizational efficiency. 

Improved Compliance

RPAs can be programmed with regulatory compliance guidelines, ensuring they don’t do anything they shouldn’t. Using an RPA makes it easier for healthcare organizations to meet regulatory requirements. 

Better Patient Experience

Using RPA results directly allows for faster processes across the board, reduced patient wait times, and enhanced data accuracy. Automation helps healthcare providers free up their time on more critical tasks. This lets them give patients better treatment, which is the main objective of coming in to begin with. 

3 Challenges of RPA in Healthcare

Using an RPA in healthcare comes with various benefits. However, this doesn’t come without its challenges. The three most significant challenges with RPA in healthcare include:

Using An RPA Incorrectly

As great as RPAs are, they can’t be used with everything, nor should they be. If a process requires complex decision-making, human judgment, or regular changes, an RPA isn’t the right fit. Automating the wrong tasks could lead to inefficiency and wasted resources. 

Siloes Legacy Systems

Healthcare organizations use various existing systems. Legacy systems generally have little interoperability, and integrating RPAs into the fold requires additional costs and implementation. This extra cost can put off the potential implementation of RPAs in healthcare. 

Staff Resistance

One of the significant consequences of automation is the human cost. Several people find their employment hanging in the balance for each automated task. Staff may feel that using RPAs could cost them their jobs. 

Conclusion

Integrating RPAs presents a unique and innovative solution for healthcare organizations to streamline all aspects of their business. An RPA will automate the mundane, freeing up time for staff to focus on more pressing matters. This includes time for critical activities, enhances data accuracy, and ensures proper regulatory compliance. More advanced use cases even include AI cancer treatment, potentially making immense strides in the right direction. 

To get the most out of robotic process automation in healthcare, know what you want from said integration. Identify key areas and implement the system in phases. Furthermore, the door should always be open for scale operations since RPA trends in healthcare will continue to change as demand and technology evolve.

FAQs

Can RPA bots disrupt the current workflows at my clinic?

If integrated incorrectly, an RPA can disrupt current workflows. This can be avoided by starting small, actively involving staff, and training everyone involved. 

What does RPA stand for in healthcare?

RPA stands for robot process automation. This software replicates human actions repeatedly instead of humans doing said task themselves. 

What are the three types of RPA?

The three unofficial types of RPA are:

• Attended (require human intervention) vs. unattended (operate autonomously)
• Primary (handle simple tasks) vs. multi-functional (handle complex tasks)
• Desktop (work on a single computer) vs. web-based (work across multiple applications)

What is the primary purpose of RPA in healthcare?

To automate any repetitive, rule-based tasks that take too much staff time. With automation, staff can focus on more pressing tasks requiring human intervention. 

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