Client
The Evidence-Based Treatment Centers of Seattle(EBTCS)is a network of specialty mental health clinics in the Seattle region,providing in-person and telehealth services.
The Challenge
EBTCS wanted to integrate its sales workflows with its patient management infrastructure by creating interoperability between Salesforce and the Valant EHR system.
While Valant is well-suited for mental health organizations,it does not offer a publicly accessible API.As a result,patient data had to be manually transferred between systems by staff,creating repetitive,time-consuming work.
EBTCS leadership recognized the need to eliminate manual data movement and automate the process.
The Solution
Flobotics built an automation that runs every three hours,logging into Salesforce to retrieve newly scheduled opportunities representing new patients.
The bot then logs into the Valant EHR,checks for existing patient records to prevent duplication,and creates new patient profiles using Salesforce data.
The automation transfers personal details,assigned provider and facility,Medicare and Medicaid information,guardian data,and patient preferences.After completion,the patient status is updated in Salesforce and a summary report is sent to selected team members.
Additional automations were implemented,including demographic data synchronization from Valant to Salesforce,PDF file transfers from Salesforce to Valant,billing error detection in the Valant Pending Transaction Queue,and voicemail transcription.
The Outcome
From day one,the automation processed dozens to hundreds of cases per week.Manual handling took approximately five minutes per case,while the bot completes each case in under fifteen seconds,achieving a 20x speed increase with no human involvement.
Due to the scale of operations,EBTCS incurred no licensing costs,as Robocorp’s free plan fully met their needs.The client also gained access to real-time performance monitoring and reporting dashboards.
EBTCS,thank you for your trust.We continue to support organizations seeking system interoperability through practical automation solutions.
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