Overview
Radiology Imaging Associates, a multi-location healthcare provider, was burdened by the manual processing of over 1.2 million faxed documents annually—including radiology orders and insurance forms. The organization relied on 15 full-time employees to sort, classify, and manually enter data from poor-quality faxes, leading to high labor costs, inconsistent data quality, and significant delays in patient scheduling. The manual workflow was not scalable, struggled with complex, unstructured documents, and lacked integration with core systems such as EMRs and schedulers. These challenges created operational bottlenecks and diverted staff away from higher-value clinical tasks.
To address these challenges, Nymbl deployed FaxAuto, a custom AI-powered automation platform tailored specifically for high-volume radiology workflows. The solution combined intelligent document classification, OCR, and smart field extraction with uncertainty flagging—ensuring accuracy even from low-quality scans. It also included auto-splitting of multi-order faxes to handle complex inputs with ease.
FaxAuto was seamlessly integrated into existing EMR and scheduling systems, eliminating manual handoffs and accelerating the intake process. Built with a scalable architecture and rolled out using a phased implementation strategy, the solution delivered rapid time-to-value with minimal disruption. As a result, Radiology Imaging Associates reduced staffing needs from 15 to 2, decreased processing time per document from 10–15 minutes to under 30 seconds, and achieved a 63% reduction in costs—while maintaining over 98% field extraction accuracy.
Deliverables
Seamless integration with scheduling and EMR systems
The solution connects directly to existing clinical infrastructure, ensuring that extracted data flows into scheduling and electronic medical record systems without disruption or the need for manual handoffs.
Intelligent OCR and AI-based classification
Advanced optical character recognition combined with machine learning accurately identifies document types—such as radiology orders or insurance forms—without requiring pre-set templates or manual sorting.
Smart field extraction with uncertainty flagging
The system intelligently extracts key data fields (e.g., patient info, CPT codes, provider details) and flags low-confidence results for human review, ensuring high accuracy while maintaining speed and control.
Auto-splitting of multi-order faxes
FaxAuto automatically separates documents that contain multiple patient or order requests, reducing complexity and ensuring each record is processed cleanly and routed correctly in downstream systems.
Challenges
Manual Fax Processing
Staff had to manually sort, classify, and enter data from incoming faxes, making the process slow, repetitive, and prone to human error.
High Labor Costs
Processing required 15 full-time employees, significantly increasing overhead and reducing operational efficiency.
Inconsistent Data Quality
Poor-quality fax images and manual entry led to frequent inaccuracies and incomplete records.
Slow Turnaround Times
Processing times averaged 10–15 minutes per document, delaying patient scheduling and impacting service delivery.
Scalability Constraints
The manual workflow could not keep up with peak document volumes, limiting the organization’s ability to grow without adding headcount.
Unstructured Document Formats
Multi-order faxes and handwritten elements made automated extraction difficult without advanced AI support.
Workflow Fragmentation
Disconnected systems and processes created inefficiencies and increased the burden on administrative staff.
Limited System Integration
Lack of integration with EMR and scheduling systems forced redundant data entry and slowed down the intake process.
Nymbl's Solutions
Custom AI-Powered Automation Platform
Developed FaxAuto to fully automate the fax intake workflow—from ingestion to integration—tailored specifically for radiology operations.
Intelligent Document Classification and OCR
Implemented AI models to accurately identify and classify a wide range of form types, including radiology orders and insurance documents, even from poor-quality scans.
Advanced Data Extraction with Confidence Scoring
Applied smart extraction techniques to capture patient, provider, and insurance data, with built-in uncertainty flagging to prompt manual review when necessary.
Automated Fax Splitting and Routing
Enabled the system to detect and automatically split multi-order faxes, ensuring each request is processed cleanly and routed correctly.
Seamless Integration with EMR and Scheduling Systems
Connected extracted data directly into the client’s existing EMR and scheduling systems, enabling a frictionless, disruption-free workflow.
Scalable Architecture for High-Volume Processing
Designed the solution to manage over a million faxed documents annually, supporting future growth while minimizing the need for additional headcount.
Phased Implementation Strategy
Delivered the solution in stages to reduce operational disruption and ensure smooth adoption and continuous improvement.
Nymbl's Impact
$519,100 in annual savings, representing a 63% cost reduction
Staffing reduced from 15 to 2, significantly lowering labor overhead
Turnaround time cut from 10–15 minutes to under 30 seconds per document
98%+ field extraction accuracy, ensuring high-quality, reliable data
Improved scalability, able to handle peak fax volumes without increasing headcount
Eliminated manual data entry, allowing staff to focus on higher-value clinical work
Seamless integration with EMR and scheduling systems, requiring no infrastructure changes
Future-Ready Solutions Start Here
At Nymbl, we don’t just build solutions — we engineer lasting impact. Whether you need to modernize workflows, eliminate inefficiencies, or drive real business results with custom transformative solutions, we’re ready to partner with you. Let’s build smarter, faster, and more future-ready systems together.