Industry:
HEALTHCARE
Department:
Finance
Process:
Corporate Health Check Report
~1,400
saved daily across units
96.5%
processing time reduction
Fully
automated workflow
Client Overview
Apollo Hospitals, one of India’s largest healthcare chains, manages the Apollo Health Check (AHC) program across 48 hospital units nationwide. Each unit runs multiple preventive health screenings daily, with patients receiving comprehensive diagnostic assessments including lab reports, radiology imaging, and physician consultations.
This volume of 40 to 50 patients per unit daily totals 1,600 to 2,000 across the network, creating an operational bottleneck. Every patient needs their personalized summary report compiled from multiple systems and delivered to corporate HR contacts within tight SLAs. The process was entirely manual, slow, and prone to errors.
The Challenge
The staff had to compile various diagnostic reports for each patient by downloading reports from multiple systems for each corporate client and each package type, and merging them with lab/imaging data. Completed reports had to be assembled and sent to different corporate contacts based on package type within the defined SLA.
Key Challenges Faced
- Time-Intensive Process: Tracking report status across multiple systems, downloading files, merging them, and sending the final package took 30 to 45 minutes per patient, manually. At 40 to 50 patients per unit daily, each hospital was spending 20 to 37.5 hours on report generation alone. Across 48 units, the Apollo network was collectively absorbing 800 to 1,500 hours of staff time every single day.
- High Operational Effort: For each patient, staff had to log into multiple source systems, download individual diagnostic reports, compile them, merge everything with the AHC summary, and send the final package to the right corporate HR contact, all within SLA. Multiply that by 1,600 to 2,000 patients daily across 48 units, and the manual workload was unsustainable.
- Inconsistent Status Tracking: There was no single place to see the status of all reports. Staff had to check each source system separately, for each patient, every day, with no way to know at a glance what was ready, what was pending, or what needed follow-up.
- Incomplete Reports: Diagnostic reports were not always finalized on the day of the patient visit. Without a centralized status view, staff had no reliable way to track which cases were still open. Pending reports had to be manually rechecked across multiple systems over the following days.
- High Error Risk: Report packages were assembled and dispatched to corporate contacts entirely by hand. With hundreds of patients processed daily across different companies, locations, and package types, the risk of sending an incomplete or misdirected package to the wrong recipient was significant.
- SLA Compliance: Corporate clients operate on fixed delivery windows. With no visibility into where the process stood at any point, and a high-volume manual workflow spread across multiple systems, even small delays compounded quickly and made consistent SLA compliance difficult to guarantee.
The Solution
RPATech designed 5 unattended bots that orchestrate the entire health check report workflow, from patient data retrieval to sending reports to corporate email, processing the full daily patient volume without human intervention.
- Scheduled Patient Data Retrieval: The bot runs at a scheduled time each day and retrieves patient records directly from the hospital’s backend system via an API. This gives the automation a clean, structured starting point for daily processing, eliminating the need for manual data preparation.
- Automated Status Checking Across Multiple Sources: The bot logs into each reporting source, checks the status of lab, radiology, and imaging reports against predefined completion criteria, and determines whether a patient’s full report set is ready. Status logic is configurable, so changes in portal behavior don’t require code updates.
- Smart Follow-Up on Incomplete Reports: When reports aren’t ready on the day of the visit, the bot automatically retries over the following days at defined intervals. If a report remains incomplete beyond the retry window, it escalates to the relevant unit staff for investigation, making sure no case gets dropped without a follow-up action.
- Automated Report Assembly: Based on the patient’s package type, the bot identifies which report components are required, downloads them from the respective sources, and merges them into a single consolidated PDF. Package-specific logic is built in, so the right documents are always pulled for each case.
- Intelligent Email Distribution: The merged report package is automatically sent to the correct corporate HR contact based on the patient’s company and location. Recipient details are pulled from the system, removing manual address lookup and eliminating misdirected deliveries.
- Daily MIS Reporting for Full Visibility: Every day, stakeholders receive a summary report covering completed cases, pending cases with reasons for delay, and failed cases with next steps. Unit-wise and network-level views give management a clear picture of where the process stands, without having to chase updates manually.
The Outcomes
- 96.5% reduction in processing time: The bot handles each patient in 2 to 3 minutes, compared to 30 to 45 minutes manually. What previously consumed 800 to 1,500 hours of staff time daily across the network now runs in the background without intervention.
- Full automation across all units: Every patient in the daily intake is processed automatically, with no manual steps required for status checking, report assembly, or email dispatch.
- Real-time visibility for stakeholders: The daily MIS report gives Apollo’s management an accurate, up-to-date view of every case, including what was delivered, what’s pending, and why, without anyone having to log into a single portal.
- Scalable without added headcount: Volume spikes no longer require hiring or reallocation. The bot handles increased load without any change to the underlying process.
- Audit-ready by design: Every execution is logged with timestamps and error details, giving the compliance team a complete trail of what was processed, delivered, or delayed and when.
