Client Background

A private network of day surgery centers based in Victoria, Australia, specializing in sameday procedures such as endoscopy, orthopedics, and ophthalmology. With over 300 patients processed weekly across 4 centers, the group aimed to modernize its front-office operations and reduce dependency on manual intake and triage.

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Business Challenge

The patient intake process — including pre-operative assessment, consent collection, and triage — was entirely manual and paper-based. Staff would call patients individually, verify medical histories, ask pre-surgical screening questions, and manually prioritize risk flags for anesthetists.

This led to:

• High administrative overhead
• Inconsistent risk identification
• Delays in surgery scheduling
• Patient dissatisfaction due to redundant paperwork and poor pre-op communication

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Consequences of the Challenge

• Manual intake took 15–20 minutes per patient, overloading administrative staff.
• Clinical risk screening was inconsistent, increasing liability exposure and causing same-day cancellations.
• Anesthetists had little visibility into patient conditions until hours before surgery.
• Staff burnout from repetitive follow-ups, phone calls, and document handling.
• Limited scalability as procedure volume increased post-COVID.

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Approach & Solution Mindset

AccuCore Solutions approached this as a clinical operations automation opportunity with a strong focus on pre-procedure risk visibility, patient experience, and care team coordination.

We aimed to design a secure, intelligent intake platform that could:

• Collect accurate pre-op data directly from patients
• Use AI to triage patients based on clinical risk
• Automatically escalate edge cases to the anesthetist
• Integrate with the existing EMR and scheduling systems

Our goal was to ensure zero disruption to clinical workflows while dramatically increasing efficiency and predictability.

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Solution Delivered

AccuCore Solutions engineered and deployed a smart digital intake & triage assistant, accessible via secure mobile link sent to patients 3–5 days prior to surgery. Key features included:

• AI-powered medical questionnaire engine that dynamically adjusted based on patient responses and flagged potential risk factors (e.g., sleep apnea, hypertension, medications).
• Triage scoring algorithm based on anesthetic risk profiles, automatically routing high-risk cases to clinical review.
• RPA-based data syncing with the clinic’s EMR system to update patient records and notify care teams in real-time.
• Digital consent capture, reducing paperwork and compliance risk.

Built with HIPAA-aligned principles and Australian privacy compliance, the system was implemented in under 7 weeks with full user training and zero clinical downtime.

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Outcome & Business Value

• Patient intake time reduced by 70% (from 15–20 minutes to under 5 minutes per patient).
• 100% digital triage coverage, with high-risk patients flagged at least 48 hours presurgery.
• Eliminated same-day surgery cancellations due to missed risk indicators.
• Freed up 2 FTEs from administrative burden across locations.
• Improved patient satisfaction scores, particularly for communication and transparency.
• Scalable for future locations and new procedure types.

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Strategic Takeaway

This case illustrates AccuCore Solutions’ ability to engineer smart automation for highimpact, safety-critical clinical workflows. By combining patient-centered AI with interoperable backend automation, we enabled the client to deliver safer, faster, and more scalable surgical care — without disrupting care delivery.