Optimize Clinic Workflow with the Kairoi Process


At the heart of our process, 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.

Templates and Scheduling

Our template-building algorithms leverage insights derived from Kairoi’s analytics. A robust, patented optimization engine, purpose-built for clinical operations, designs scheduling templates based on your clinic’s historical data, goals, and provider preferences. It incorporates tools to conduct “what-if” scenarios (for example, how adding hours, staff, or exam rooms changes the picture). Schedule-building algorithms then complete the process, wrapping the optimized template around the days and hours the provider will work.

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.
Set clinic and provider preferences
Managers set/adjust the hours providers will work, their appointment mix, and the number of exam rooms utilized.
Generate "what-if" scenarios
Template-building algorithms apply preferences to test the potential effects of changing the number of appointment slots and/or other variables.
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 schedule templates
Automated optimizing engine generates customized schedule templates for each provider, using analytics to backfill slots.
Ongoing analysis, feedback, and refinement
Ongoing analysis, using staff and patient feedback, equips clinic managers to assess the impact of actions taken and performance improvements over time.