SaaS (B2B)
Increased Qualified Lead Conversion by 92% in 8 Weeks
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Healthcare Technology
Streamlined Patient Onboarding by 63% for a Digital Healthcare Provider
Growth-stage
Product Strategy + Workflow Automation
12 weeks
63%
reduction in patient onboarding time
40%
decrease in incomplete intake submissions
52%
improvement in internal operations efficiency
100%
digitized intake and onboarding workflows
Customer Info
The client is a digital healthcare provider offering remote consultations and care programs. As patient demand increased, their onboarding and intake processes became a major bottleneck, impacting patient experience and operational capacity.
Overview
The client's onboarding process relied on fragmented tools, manual data entry, and back-and-forth communication with patients. Intake forms were often incomplete, internal teams lacked visibility into patient status, and onboarding timelines varied widely.
Spartan Labs was engaged to re-architect the onboarding experience and build automated workflows that reduced friction for both patients and internal teams.
Within 12 weeks, the client significantly improved onboarding speed, data accuracy, and operational clarity.
Engagement Type
- Product & Workflow Strategy
- UX Flow Redesign
- Automation & System Integration
- Internal Operations Optimization
- Analytics & Reporting
Tools & Technologies
- Web Application Platform
- Workflow Automation Engine
- Secure Data Storage & APIs
- Internal Dashboards & Notifications
The Challenge
The healthcare provider faced multiple operational issues:
- Manual intake workflows causing delays and errors
- Incomplete patient submissions, requiring repeated follow-ups
- Lack of real-time visibility into onboarding status
- Inconsistent patient experience across channels
- Operational strain on care coordinators
These challenges limited the company's ability to scale patient volume safely and efficiently.
The Solution
Spartan Labs implemented a patient-centric automation system:
1) Onboarding Flow Redesign
- Simplified, step-by-step digital intake experience
- Clear progress indicators for patients
2) Smart Intake Validation
- Real-time form validation and completion checks
- Automated reminders for incomplete submissions
3) Workflow Automation
- Automated task creation for internal teams
- Status-based routing between care coordinators
4) System Integration
- Centralized patient data across tools
- Secure APIs for internal access
5) Reporting & Visibility
- Dashboards showing onboarding status and bottlenecks
- Alerts for stalled or high-priority cases
The Impact
After implementation:
- Onboarding time reduced by 63%, improving patient experience
- Incomplete intakes decreased by 40%, reducing follow-ups
- Operations efficiency improved by 52%, enabling scale
- Clear ownership and visibility across the care journey
- Consistent, compliant onboarding workflows
Client Feedback
“Spartan Labs helped us turn a messy, manual process into a smooth, reliable onboarding experience for both patients and our internal teams.”
Head of Operations
Digital Healthcare Company
Want Similar Results?
If your onboarding process is causing delays and poor user experience, Spartan Labs can help you build automated workflows that scale.