YKC Diagnostics Cuts Email Drafting Time by 65%

• Fragmented communication – separate Outlook inboxes across departments led to lost threads, delayed sharing of patient results, and disjointed scheduling.
• Slow appointment scheduling – email coordination between staff and patients often required multiple back-and-forth exchanges, delaying confirmations.
• Repetitive communication load – appointment reminders, test instructions, and follow-up messages were manually drafted, leading to inconsistencies and wasted time.
• Delayed response times – average turnaround for patient emails stretched to 48 hours, damaging satisfaction and creating bottlenecks in diagnostics and treatment.
• Information retrieval inefficiency – physicians and staff often spent several minutes searching through inboxes for case context, slowing down clinical workflows.
• Lack of standardization – tone and accuracy of emails varied across staff, increasing compliance risk in a healthcare environment bound by HIPAA regulations.

These root causes were validated through staff interviews, shadowing front desk workflows, and analysing response time data across Outlook.

• Smart Email Prompts and Prioritization – AI models analysed incoming messages, flagged urgent patient queries, and surfaced priority threads to staff dashboards for faster action.
• Intelligent, Context Aware Replies – AI assistance provided pre suggested responses based on prior patient interactions, ensuring faster, more accurate, and personalized communication.
• Customizable & Predesigned Templates – Department-specific templates were introduced for common tasks appointment confirmations, lab result updates, and preparation instructions reducing variation and manual effort.
• Save & Reuse Frequently Used Prompts – Commonly used phrasing (e.g., test preparation guidelines) was stored for one click reuse, eliminating redundant drafting.
• AI-Assisted Drafting & Refinement – Draft responses were automatically refined for clarity, professionalism, and HIPAA compliance, ensuring staff could respond confidently without multiple revisions.
• Integration with Outlook Workflows – The add on worked natively inside Outlook, meaning staff did not need to switch platforms or undergo major workflow disruption, minimizing adoption resistance.

• Email drafting effort reduced by 65% – predesigned templates and reuse prompts cut down repetitive typing, saving administrative staff nearly 1,200 hours annually.
• Response turnaround improved from 48 hours to 12 hours – prioritization and smart replies accelerated patient communication, significantly improving satisfaction.
• Administrative workload dropped by 30% – allowing reallocation of resources to patient engagement and clinical support instead of repetitive drafting.
• Follow up compliance improved by 22% – faster, consistent reminders led to better patient adherence to test and treatment schedules.
• Appointment no shows reduced by 15% – quicker confirmations and reminders created steadier patient flow and improved revenue stability.
• Staff productivity uplift – time saved translated into improved morale and higher quality patient facing interactions.