ROI Playbook for Patient Access
See how much time AI could
free up for your team.
Start with your number of providers. We will do the math.
Typical range: 400 to 800
Salary + benefits + overhead
Annual capacity value
$0
Time freed up
0.0 people's worth
This does not mean cutting 2 people. It means your current team can handle more without adding headcount or overtime.
Capacity value, not headcount reduction.
Time goes back to your team
Staff spend less time on repetitive calls. That time goes into backlog, callbacks, and tasks that get pushed to tomorrow.
Cash savings come later
To turn capacity into cash, you would avoid a hire or cut overtime. But you do not have to. Most teams start by handling more with who they have.
Three steps, in order. No shortcuts.
Here is how to get there safely.
Handle more with the same team
Use automation to absorb volume and backlog without hiring.
That is exactly why you do this. Step 1 creates breathing room.
Improve efficiency over time
Calls get shorter. Fewer get transferred. Routing gets smarter.
We measure handle time and transfers improving without hurting patient satisfaction. If metrics dip, we pause.
Reduce headcount through attrition (when ready)
Once performance is stable, you may not need to replace people who leave. This step is optional and on your timeline.
This step only happens after 30 to 60 days of stable service levels. And it is attrition, not cuts. Many teams never do Step 3 at all.
62%
Average automation rate
6 min
Average handle time saved
24/7
Availability for patients
Who needs to sign off
And what they are really asking.
Operations
"Will this make my life easier or harder?"
Step 1 absorbs the volume you are drowning in. Step 2 reduces call time and transfers. Step 3 only happens when you are ready.
Finance
"Can I verify these numbers?"
The inputs are yours: your providers, your call volume, your labor costs. We provide benchmarks, but the math uses your data.
Clinical Leadership
"Will patients notice?"
Yes, in a good way. 24/7 availability means fewer missed calls. Cancellations fill faster because the system can rebook immediately.
IT and Compliance
"Is this going to create problems for us?"
HIPAA compliant with a signed BAA. Every interaction is documented automatically. Improvements are consistent and lasting.
The formula. Check it yourself.
Interactions handled by automation
Monthly volume × automation rate
Hours freed up
Interactions handled × average time per interaction ÷ 60
Annual capacity value
Hours freed × fully loaded hourly cost × 12
Not sure about your call volume? Most practices see 400 to 800 patient calls per provider per month. If you have 10 providers, that is roughly 6,000 calls.
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