Medical Services Practice Saves $500/Month with OpsTwo's Targeted Browser Automation

Case Study Highlights
Client: Confidential Medical Services Practice
Challenge: Time-consuming manual lookup of Asana tasks from their HIPAA-compliant Jane app, impacting practitioner efficiency.
Key Result: Saved approximately 30 man-minutes per day, translating to over $500/month in reclaimed productivity.

Meet [Confidential]: Understanding the Business

Our client, whom we'll refer to as [Confidential], is a dedicated integrative health and medical services practice committed to providing excellent, holistic patient care. Serving a significant volume of over 600 patients monthly, they operate in a dynamic environment where practitioner time and streamlined patient experience are paramount. Like many forward-thinking healthcare providers, they utilize specialized, HIPAA-compliant software (in this case, the "Jane" app) for core patient management, scheduling, and charting. Their approach blends conventional medical practices with complementary therapies, aiming to address root causes and promote overall well-being.

Due to the sensitive nature of their work and the typically closed ecosystem of primary EMR/EHR systems, seamlessly integrating external tools for supplementary workflows often presents unique challenges. The practice also utilized Airtable for specific internal review processes and Asana for patient-related task management (such as follow-ups or coordination of care elements not native to Jane), both strictly adhering to HIPAA by only referencing an anonymized PatientUID. This existing multi-platform setup, while functional, highlighted a clear opportunity for optimization to enhance their patient-centered operational flow.

The Operational Hurdle

The primary challenge stemmed from a seemingly minor but frequent friction point in the daily workflow of practitioners:

• Inefficient Information Retrieval: When viewing a patient's profile in the Jane app, practitioners needing to access related Asana tasks had to manually copy the PatientUID from the Jane URL, switch applications, paste the UID into Asana's search, and then locate the specific task list.
• Accumulated Time Loss: While each instance took only about a minute, this repetitive task was performed numerous times daily by multiple team members. This aggregated to a significant drain on productivity and increased the cognitive load on staff.
• Lack of Seamless Workflow: The disconnection between Jane (their primary patient interface) and Asana (their task management tool) created an unoptimized user experience, pulling practitioners out of their main workflow.

This manual process, though small in isolation, represented a recurring cost in terms of wasted time and reduced focus, directly impacting the practice's operational efficiency.

We were constantly switching between Jane and Asana, and those little lookups really started to add up. It was a small frustration, but one that everyone felt daily. - Dan, CXO, [Confidential]

Crafting the Solution: The OpsTwo Approach

OpsTwo approached this challenge with a philosophy of targeted, minimally invasive automation. Instead of a complex system overhaul, we identified that a simple browser-based solution could address the core issue effectively.

The solution involved:

• Developing a Custom Chrome Extension: Using Windsurf, an AI-assisted browser automation builder, OpsTwo created a lightweight Chrome extension specifically for the client's needs.
• URL-Based Patient Identification: The extension was designed to only read the PatientUID from the active Jane app URL, ensuring no sensitive page content was accessed, thereby maintaining strict HIPAA compliance.
• Airtable Integration for Asana Link Retrieval: Upon identifying the PatientUID, the extension securely queried the client's existing Airtable base (which stored only PatientUIDs and their corresponding Asana task permalinks).
• Seamless In-App Link Display: If a matching Asana permalink was found in Airtable, the extension would discreetly display a direct clickable link to the patient's Asana tasks within the Jane app interface itself.

Jane URL (UID) -> Extension Reads UID -> Extension Queries Airtable -> Airtable Returns Asana Link -> Extension Displays Link in Jane

This approach ensured the solution was secure, required no changes to the client's existing core systems (Jane, Airtable, Asana), and provided an immediate, intuitive benefit to the end-users.

Measurable Impact: Delivering Tangible Results

The implementation of this targeted Chrome extension yielded immediate and significant benefits:

• Significant Time Savings: The automation eliminated the manual search process, saving an estimated 30 man-minutes per day across the team.
• Direct Cost Reduction: This time reclamation translated into a direct operational cost saving of over $500 per month.
• High User Adoption & Efficiency: The extension was utilized over 5,000 times in its first month, indicating high adoption and a clear need being met. This equates to over 200 automated lookups per workday.
• Improved Practitioner Workflow: Practitioners could access related Asana tasks with a single click, directly from their primary patient management screen, reducing frustration and context-switching.
• Rapid ROI: The solution delivered a return on investment well within the first month of deployment.

The team loved not having to do that manual search anymore, and seeing the actual time and cost savings has been fantastic. It's a small change that made a big difference to our day-to-day. - Dan, CXO, [Confidential]

Key Takeaway for Your Business

This case study demonstrates that substantial operational improvements and cost savings don't always require massive system overhauls. By carefully observing daily workflows and applying targeted, intelligent automation – even on a small scale – businesses can unlock significant efficiencies. Addressing minor, repetitive pain points can lead to surprisingly impactful results, boosting both productivity and team morale.

Ready to Streamline Your Operations?

Are small, repetitive tasks chipping away at your team's productivity and your bottom line? OpsTwo specializes in identifying these hidden inefficiencies and crafting custom solutions that deliver real results.

See how OpsTwo can automate your critical business processes. Schedule a free consultation today.

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