Automation & Enhanced Data Analysis

XstremeMD (XMD), a leading medical services provider, faced the challenge of manually generating internal encounter reports and external return on investment reports for customers. These reports track trends in medical visits in order to optimize staff allocation and limit work place hazards. The ROI reports highlight the value of their services to their customers to increase retention.

The labor-intensive process consumed a day and a half for each report, limiting the frequency of updates and hindering the company’s ability to stay current. To address this issue, XMD partnered with Capitol Data Analytics (CDA) to implement an automated reporting system using Tableau and a Relational Database Service (RDS). This case study explores how the collaboration between XMD and CDA resulted in significant improvements in operational efficiency, cost savings, and data analysis capabilities.

STATUS QUO

Before the implementation of the automated reporting system, XMD’s reports were created manually, resulting in significant time and effort expenditure. These reports were crucial for identifying patterns in medical visits to clinics and ensuring efficient staff allocation, especially in high-risk oil rig sites where even a single incident could lead to substantial costs.

The ROI reports demonstrate the value of using XMD services, such as limiting expensive medivac emergencies and paid leave for jobsite injuries. Unfortunately, due to the time-consuming nature of the process, XMD could only generate these reports periodically, hindering their ability to make timely and data-driven decisions.

OBJECTIVES

XMD aimed to improve their reporting process by transitioning from manual efforts to automation. The primary objectives were as follows:

1. Reduce report generation time and effort significantly.
2. Increase the frequency of report updates to keep real-time track of trends.
3. Enhance data visualization and analysis through Tableau’s capabilities.
4. Identify cost-saving opportunities and improve staff training and safety measures.
5. Increase external transparency of services being received
6. Remove costly data errors

COLLABORATION AND SOLUTION

To achieve these objectives, XMD collaborated with CDA, a data analytics company with expertise in Tableau and database management. CDA took on the task of recreating XMD’s reports within the Tableau platform while incorporating best-in-class data visualizations for better analysis. To support the reporting infrastructure, an RDS database was utilized, providing a reliable and scalable solution for data storage and retrieval.

IMPLEMENTATION AND IMPACT

The implementation of the automated reporting system had a profound impact on XMD’s operations and financials:

1. Time and Cost Savings: By eliminating manual efforts, the automated system significantly reduced the time required to generate encounter reports. XMD now saves approximately 10 hours per report, a $6,000 annual time savings.
2. Real-time Reporting: With the new system in place, XMD can now access up-to-date encounter reports on a daily basis, providing valuable insights into the volume and types of medical visits at their clinics. The increase in data availability provides an additional $114,000 annual time savings.
3. Improved Data Analysis: Tableau’s robust data visualization capabilities allowed XMD to analyze trends and patterns more effectively. This empowered the company to make data-driven decisions for staff allocation and training improvements.
4. Training Opportunities: The increased frequency of data review highlighted discrepancies in data logging and data capture logic. This led to invaluable training opportunities to enhance data accuracy and overall efficiency.
5. Increase Transparency: The immediate availability of the report ensures XMD customers receive their report on a regular interval. The dashboard design also provides customers with easy-to-understand visuals that demonstrate XMD’s value and the services they provide.

e. Data Integrity: The costs of incorrect data are significant. The automated system prevents humans making errors in the manual data manipulation. Tableau also serves as a one stop shop for XMD to answer questions, rather than relying on different folks to wrangle their own data to make a conclusion.

CONCLUSION

The collaboration between XMD and CDA exemplifies the power of automation in revolutionizing data analysis and decision-making processes. By implementing an automated reporting system using Tableau and an RDS database, XMD achieved significant cost savings, improved operational efficiency, increased transparency and data integrity and provided staff training opportunities. The successful case study of XMD demonstrates the transformative potential of embracing automation and data analytics in businesses to remain competitive and make informed decisions.