Industry:
HEALTHCARE
Department:
Finance
Process:
Nikshay Report
24×7
unattended bot execution
100%
data accuracy
Timely
report updates
Client Overview
Max Healthcare is one of India’s largest healthcare providers, operating a network of multi-specialty hospitals across the country. Like most healthcare systems, Max Healthcare manages complex patient workflows that touch multiple departments and systems.
They process hundreds of TB patient records daily across multiple systems (HLM, HIS, CPRS, LIMS) and are required to report all TB cases to India’s government Nikshay portal in real time.
The Challenge
TB patient reporting in India flows through the government’s Nikshay portal, a centralized tracking system for TB treatment. At Max Healthcare, every TB patient’s information had to reach Nikshay in real time. The workflow involved two distinct manual steps, neither of which could be skipped.
When a patient provided a sample for testing, the lab team initiated billing and manually entered patient demographics into Nikshay. The portal generated a unique patient ID. That ID needed to be recorded back in Max’s source systems (HLM, HIS, CPRS, LIMS). Then, once lab results came back, a second team member extracted results from LIMS and manually entered them into Nikshay for the same patient record.
Both steps were entirely manual. Both were performed daily for hundreds of patients.
Key Challenges Faced
1. Manual Data Entry at Scale
Lab and administrative staff spent significant time daily copying patient information and test results between systems, with no systematic way to batch or accelerate the work.
2. Compliance Reporting Delays
Real-time Nikshay reporting was impossible. Lag times between test results and portal updates disrupted compliance tracking and created reconciliation challenges.
3. High Error Risk
Medical data is sensitive and unforgiving. Manual entry introduced transcription errors, mismatched patient records, and data quality issues that required rework.
4. Operational Burden on Clinical Staff
High-value lab and clinical staff were diverted from patient assessment and care delivery to perform repetitive data entry tasks.
The Solution
RPATech designed an unattended bot for end-to-end automation covering both workflows. Two separate bots handle patient enrolment and result reporting, eliminating all manual handoffs.
Key Aspects of the Solution
1. Patient Enrollment Automation
Triggered: When a patient sample is received and billing is completed
- Extract patient details from source systems
- Enter captured patient data into the correct portal form fields
- Retrieve and securely store the generated unique patient ID
- Update that ID back to all source systems for cross-reference
- Create a record in the monitoring database for audit and tracking
2. Test Result Automation
Triggered: When test results are entered into LIMS
- Monitor LIMS continuously for new test results (24/7)
- Extract result details automatically
- Match results to the correct patient record using the unique ID stored during enrolment
- Update the portal with test results in the correct fields
- Log the transaction for compliance and audit purposes
The bots run 24/7 with no manual intervention. Each patient enrolment and each test result is processed the moment it arrives. No batching. No queues. No schedules. Real-time compliance reporting to Nikshay, fully automated.
The Outcomes
- Reduced Backlogs: 24×7 bot execution reduced backlogs
- 100% Data Accuracy: Zero transcription errors in Nikshay portal updates
- Real-time Portal Updates: Patient records updated within seconds of result arrival
