Optimize Clinic Workflow with the Kairoi Process


At the heart of our process (see diagram), proven analytics equip decision makers to quickly review clinic performance, compare productivity among providers, and identify causes of lost productivity and revenue. A patented data-cleansing engine removes data artifacts, ensuring that analysis is based on complete and valid records. Reports are presented in user-friendly dashboards that highlight appointment status (kept, cancelled, rescheduled, no-show, never booked). These reports bring department and provider productivity into focus, facilitating objective, quantitative discussion of performance. Reports are updated weekly; with ongoing analysis you can track progress and respond as clinic and provider needs change.

Create Templates, Fill Calendar

In the Kairoi interface, you create templates as in Athena—up to several variations for each provider. An easy-to-use calendar lets you plot out which providers are working on which dates for the entire month; with a complete overview of the month, you can make changes day to day as needed. Kairoi’s online tool provides a clear visual presentation of provider assignments—a task often still done in spreadsheets or by hand—and makes that information easily sharable.

Build Schedules

When the month’s calendar is complete, our patented optimization engine automates the “apply template” process and builds out each provider’s schedule for the dates they will work. This automated step intelligently adds appointment slots where Kairoi’s analytics predict late cancels and no-shows. The results are exported into athenaNet, where they are available to your schedulers. Kairoi offers an alternate scheduling interface that will connect to the output of our risk-stratification algorithms, enabling staff to reach out to patients who should have priority for appointments.

The KairoiOptimize Process

Gather historical data from clinic EMR
At least two years of appointment data is optimal to account for seasonal factors (weather, flu season, local events). Data can be exported to Kairoi as flat files or through your EMR’s APIs.
Normalize (cleanse) information
A patented data-cleansing engine filters out erroneous and misleading records, so these artifacts don’t skew the analysis.
Analyze data to identify patterns, trends, problems
KairoiOptimize analyzes the cleansed, clinic-specific data; presents objective results in user-friendly dashboards.
Create templates, fill calendar
Managers assemble a monthly calendar from a dropdown menu of provider templates; calendars easily modified and shared.
Dashboard reports track productivity
Dashboards display key indicators of operating efficiency at various levels: health system, clinic, individual provider. Learn how top performers operate and establish benchmarks for clinic.
Build optimized schedules
Patented optimizing engine generates customized schedules for each provider, using analytics to backfill slots; schedules conveyed directly into athenaNet.
Ongoing analysis, feedback, and refinement
Ongoing analysis, incorporating staff and patient feedback, equips clinic managers to assess the impact of actions taken and performance improvements over time.