Robotic Process Automation Improves Healthcare Data Quality: Key Benefits and Use Cases

Published By R-Path Automation

Published On May 19, 2023

Data quality is crucial in healthcare, impacting both patients and providers. Consider for a moment an infant is rushed to the hospital with symptoms consistent with a bacterial infection. She is crying, lethargic, unable to eat, has a fever, and is experiencing a growing rash on her abdomen. Her parents, shaken from the experience, give incomplete medical history in their panicked handover to the emergency medical provider. 

The provider recognizes her symptoms immediately and prescribes penicillin to begin treating the bacterial infection. This child, however, has a severe allergy to penicillin. If this information is not included in her electronic medical records and shared across healthcare providers, the result could be devastating for not only the infant and her family but also the provider trying to treat her.  

Imagine this scenario multiplied across every patient with an allergy – an error could have serious implications for the patients, healthcare facilities, and doctors who care for them. Accurate and accessible medical records for patients and all other healthcare-related data are essential for patient care's future. 

In the healthcare industry's quest for accurate data to provide excellent care to their patients, Robotic Process Automation (RPA) has emerged as a powerful tool. RPA improves data quality, accuracy, completeness, and timeliness of data. Let’s explore the benefits and use cases of RPA for data quality in healthcare, as well as the challenges and considerations that leaders must consider when exploring RPA adoption. 

Benefits of RPA for Data Quality in Healthcare 

RPA secures its place in healthcare with several impactful benefits: 

1. Enhanced Data Accuracy 

RPA enables automated data entry and validation, allowing staff to allocate time to other critical activities. This improves data accuracy by reducing potential errors and inconsistencies in manual order entry. This is particularly helpful for overburdened or understaffed teams. 

2. Improved Data Completeness 

RPA facilitates automated data extraction from multiple sources, ensuring a comprehensive evaluation of patient profiles and hospital billing records. By consolidating data multiple times a day via an automation script, RPA significantly enhances data completeness without burdening staff. 

3. Increased Data Timeliness 

Real-time data processing and reporting with RPA eliminates the need to wait for available data team members. Automated data updates and notifications keep all stakeholders informed, enabling timely decision-making for providers and administrators alike. 


RPA Use Cases for Data Quality in Healthcare 

Specific use cases in healthcare benefit from RPA, such as: 

1. Data Validation and Quality Control with RPA 

When a new patient visits a medical practice for the first time, they provide important details like their medical history, insurance, and referral information. They may be enrolled in Medicare, Medicaid, or other state assistance programs. To ensure accurate billing, it is crucial for the provider to verify the patient's eligibility.  

At R-Path, we have implemented RPA bots for several healthcare clients, streamlining the eligibility verification process. Instead of manual logins and manual checks by staff members, our RPA bots are programmed to complete the task swiftly and accurately. By automating this process, we save valuable time for each new patient. And when you multiply those saved minutes across the entire influx of new patients, the impact becomes measurable and significant. 

2. Data Extraction and Integration with RPA 

When staff members create or pull reports for clinic or hospital administrators, regulatory compliance, or billing purposes, they extract data directly from one source, combine it with data from another source, format it in a readable manner, and send it to the appropriate recipient. This process is not only time-consuming but also burdensome, leading to a decrease in morale. 

One of our healthcare clients used to dedicate considerable time to curating these reports. However, with the assistance of RPA, we introduced a dedicated bot that runs, updates, and emails the reports to the appropriate recipients. This implementation has saved valuable time for staff across multiple departments, providing them with more time to focus on other important tasks. 

3. Improving Provider Focus and Mitigating Potential Data Entry Errors 

Let's explore another exciting use case that demonstrates the power of RPA in improving provider focus and mitigating potential data entry errors. Imagine a medium-sized California-based clinic that handles vaccine ordering without the aid of an automated inventory system. Currently, the responsibility of vaccine ordering rests on the nursing staff, who must manually reorder vaccines every two weeks based on usage data from multiple online systems. As a result, valuable time that could be spent with patients is consumed by administrative tasks. 

However, with the introduction of RPA, we hasten the vaccine ordering process. By leveraging RPA, vaccine orders can now be seamlessly placed across multiple platforms using a simple input file. This transformation directly translates to increased time that nursing staff can dedicate to patient care. We can't help but be excited by this example of how RPA empowers healthcare providers to focus on their core job responsibilities while minimizing the burden of administrative tasks. 

4. Data Cleaning and Normalization with RPA 

Picture a hospital with a database that holds patient information stored in various formats, brimming with inconsistencies, errors, and duplicates. Now, envision an RPA bot, actively programmed to identify and eliminate duplicate records, leaving behind only a single, precise entry for each patient. The bot goes further, scrutinizing the data for inaccuracies like incorrect addresses or misspelled patient names, and swiftly rectifying them. The revised process empowers healthcare organizations to ensure the utmost accuracy and consistency in their patient records. 

Challenges to Consider When Implementing RPA 

While RPA offers numerous benefits and holds great promise for healthcare organizations, it is essential to approach its implementation with care and consideration due to the sensitive nature of healthcare-related data. Ensuring data integrity, privacy, and compliance becomes paramount when leveraging RPA in this industry. Below are key challenges that require thoughtful attention. 

1. Regulatory Compliance 

Just like manual interactions with patient information, interactions with RPA bots must comply with HIPAA regulations. Data quality leaders should be aware of the compliance requirements when exploring RPA adoption and selecting support vendors. 

2. Data Security and Privacy 

Protecting sensitive healthcare data is of utmost importance. Organizations must ensure that their RPA implementation aligns with internal data security and privacy regulations. Implementing access controls for RPA bots can enhance security by limiting access to only necessary data, surpassing the risks associated with multiple staff members managing various logins. 

3. Workforce Re-skilling and Upskilling 

Employees who will directly engage with RPA tools need appropriate training to effectively and efficiently utilize them. It is crucial to have plans in place to support employees who may require reskilling to take on new responsibilities within the RPA-enabled healthcare environment. 

4. Cultural Acceptance and Adoption 

Managing change effectively is vital for successful RPA implementation. Organizations should communicate the process changes brought about by RPA, emphasizing how they will impact employees' daily roles. Fostering understanding, acceptance, and trust in the technology is essential for smooth adoption. 


Concluding Thoughts 

In conclusion, Robotic Process Automation (RPA) has a profound impact on healthcare data quality. The story of an infant with a penicillin allergy personifies the consequences of incomplete or inaccurate information, underscoring the transformative potential of RPA. By leveraging RPA, healthcare organizations can revolutionize patient care through enhanced data accuracy, completeness, and timeliness. 

The benefits of RPA for healthcare data quality are clear and impactful. It automates data entry and validation, reducing errors and freeing up staff for critical activities. RPA enables comprehensive evaluation of patient profiles and billing records by automating data extraction. Real-time data processing and reporting facilitate timely decision-making for providers and administrators, resulting in measurable improvements in patient care. 

However, implementing RPA in healthcare comes with challenges. Data quality leaders must carefully consider regulatory compliance, data security and privacy, workforce re-skilling, and cultural acceptance. Navigating these challenges is crucial to ensure RPA implementations adhere to regulations, maintain data integrity, provide adequate training, and foster employee acceptance. 

In the pursuit of comprehensive and reliable healthcare data, RPA offers a pathway to success. By embracing automation, healthcare organizations position themselves to overcome future challenges and seize opportunities. It is imperative for data quality leaders to explore and harness the potential of RPA as a key driver of data quality transformation in healthcare. 

We encourage data quality leaders in healthcare to explore the potential benefits of RPA. As McKinsey & Company reports, "Healthcare organizations that embrace automation today will be better positioned to meet the challenges and opportunities of tomorrow."