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Faxes remain a cornerstone of communication in healthcare, even in an age of digital transformation. Clinics rely on them for referrals, prescriptions, prior authorizations, and countless other critical tasks. However, managing the sheer volume of faxes can overwhelm even the most efficient practices. Without the right tools, fax workflows can create bottlenecks, delays, and errors—issues that can ripple into patient care and operational efficiency. That’s why having a streamlined, reliable solution for fax management is essential for any healthcare organization.
Oklahoma Arthritis Center (OAC) faced this challenge head-on. Processing over a million faxed pages per year—and seeing a 30% increase in volume over the past year alone—OAC knew they needed a smarter way to manage their growing workload. Enter Practice Inbox by Calvient, an AI-powered platform that simplifies fax workflows, improves accuracy, and saves time.
Transforming Fax Management with Practice Inbox
Since implementing Practice Inbox, OAC has achieved dramatic results:
Inbox Depth Reduction. The number of faxes waiting to be processed at any given time dropped from 2,000 to approximately 700, representing a 65% reduction. This significant improvement means that the practice can respond to critical communications more quickly, reduce delays in patient care, and prevent administrative bottlenecks that can overwhelm staff and disrupt workflow efficiency.
Average Document Age Reduction. The average time a fax remained in their inbox before being addressed dropped from nearly six days to less than one day, a dramatic improvement in processing speed. This reduction ensures that critical documents are acted on promptly, minimizes delays in patient care and operational tasks, and allows staff to maintain a more organized and efficient workflow while keeping up with growing fax volumes.
These improvements have allowed OAC to keep pace with their growing fax volume—without adding any additional staff. By automating repetitive tasks, the team can focus on more meaningful work that enhances patient care.
As Carolyn, a program manager at OAC, explains: “Calvient has reduced a significant amount of administrative burden and allowed our teams to focus on tasks that enhance patient care.”
Features That Drive Efficiency and Accuracy
The Practice Inbox platform stands out by addressing not only efficiency but also the accuracy and usability of fax workflows. Some of the features that OAC staff reports as most valuable are:
• AI-Powered Patient Matching: Automatically identifies the correct patient with such precision that, as OAC notes, “If Calvient can’t match it, a human can’t either.”
• Enhanced PDF Tools: Easily split, reshuffle, or reorganize documents—even when a single fax includes information for multiple patients.
• Advanced Search: Quickly locate any document in a database of hundreds of thousands of pages.
• Document Sorting and Filters: Sort by document type or filter results to prioritize the most urgent faxes.
• Duplicate Detection: Automatically flags repeat faxes, eliminating the need for manual checks and reducing errors.
These tools ensure that OAC’s team can work more efficiently while avoiding mistakes that could slow down patient care.
A Collaborative Approach
At Calvient, we don’t just build products; we build solutions for real-world problems. By working directly with the OAC team, we tailored Practice Inbox to their unique needs. Feedback from their staff led to key features like lightning-fast load times, advanced filtering options, and robust duplicate detection. This collaborative approach ensures that the platform isn’t just effective—it’s practical for the people who use it every day.
Supporting a Stellar Practice
Oklahoma Arthritis Center is a pillar of their community, known for their exceptional care and stellar results. Their increasing fax and referral volume reflects their reputation as a trusted provider. With Practice Inbox, OAC has not only taken control of their fax workflows but has also positioned themselves to handle future growth without sacrificing the quality their patients expect.
Ready to Transform Your Fax Workflows?
If your clinic is ready to save time, reduce errors, and streamline your workflows, Practice Inbox by Calvient is the solution you’ve been looking for.