A Multi-Location Dermatology Network Automates ~100,000 Billing Tasks a Year, With One Developer
In ten months, one Innobot developer helped the multi-location dermatology network turn three manually-intensive billing workflows into a continuous automated system: processing nearly 100,000 transactions a year, returning 4,370 hours to the billing team, and generating over $110,000 in recurring annual value. The same system now runs 24 hours a day across every location.
Three Workflows. Multiple Locations. All Done by Hand.
The multi-location dermatology network operates multiple dermatology locations, each with its own patient volume, insurance mix, and billing workflows. As the network grew, three specific tasks were consuming a disproportionate amount of the billing team's time: checking whether patients had active insurance coverage before their appointments, tracking the status of submitted claims, and processing the administrative work for pathology reports. All three were done manually, across multiple insurance company websites, location by location.
Insurance Verification Was Being Done One Patient at a Time
Before each appointment, the billing team logged into Availity and other insurance portals to verify that each patient's coverage was active. With multiple locations and high appointment volume, this consumed hours every morning. Staff arrived and immediately started portal work rather than patient-facing or higher-value billing activities, and the pattern repeated itself every single day, at every location, without any mechanism to make it faster.
Claim Status Required Visiting a Different Portal for Every Insurance Company
After submitting a claim, tracking its status meant going back to each insurance company's website separately: logging in, searching for the claim, reading the result, and updating an internal system. The process was the same every time but had to be repeated for every insurer, every claim, every week. There was no efficient way to do it at scale, and the time it consumed grew directly with the number of active claims in the system.
Pathology Report Administration Was a Hidden Time Sink
Dermatology practices process a significant volume of pathology reports, tissue samples sent to labs after procedures. Each one requires administrative review, documentation, and in some cases clinical follow-up based on specific guidelines. The administrative side of that process was entirely manual, taking staff attention away from everything else and creating a backlog during high-volume periods that was difficult to clear without working late.
The Same Work Had to Be Redone at Every Location
Because each location managed its own workflows, the same manual tasks were being performed separately at each office. There was no shared infrastructure. Efficiency gains at one location didn't help the others. Every location carried its own full burden of manual billing work, which meant the total administrative load grew with every new location the network opened.
Three Bots. Every Location. One Developer.
Innobot built three separate bots (one for insurance verification, one for claim status checking, and one for pathology administration), all deployed across every location using the same underlying platform. One bot, multiple locations. One change, everywhere at once. The system runs 24 hours a day, updates automatically when insurance company portals change, and is maintained by a single developer.
Insurance Checked Before Every Appointment, Every Day
The eligibility bot logs into Availity and the relevant insurance portals every morning, checks coverage for every patient scheduled in the coming days, and adds a verified coverage note to each patient's record. By the time the first patient checks in, their insurance has already been confirmed, at every location. Staff start their day with the verification work already done, not as the first task of the morning.
Claim Status Checked and Updated Without Anyone Logging In
The claim status bot logs into each insurance company's portal on a regular schedule, retrieves the latest status for every outstanding claim, and updates the practice management system automatically. Billing staff see the current status of every claim in their system without having to go find it themselves: no portal visits, no manual data entry, no wondering whether the information is current.
Pathology Administration Handled by Rules, Not by Hand
The pathology bot processes each pathology report against specific clinical guidelines, completes the required documentation steps, and updates the relevant records. What previously required a staff member to work through each case individually is now handled systematically (consistently, quickly, and across all locations), turning a hidden time sink into a background process that takes care of itself.
Paper Payment Summaries Converted to Electronic Format Automatically
When insurance companies send paper payment summaries instead of electronic ones, a fourth automation converts those documents into the standard electronic format used for payment posting. That eliminates a manual data-entry step that would otherwise require someone to rekey payment information by hand, a small task individually, but a significant time drain at the volume the multi-location dermatology network processes.
One System, Deployed Across Every Location Instantly
All of these bots share the same core architecture, which means updates apply everywhere at once. When an insurance company changes something about how their portal works (and they do, regularly), the fix happens once and rolls out to every location automatically. There is no per-location maintenance burden, and there is no inconsistency between how different offices handle the same task.
Always Running, Never Calling in Sick
The system processes transactions 24 hours a day, seven days a week, with no holidays and no turnover. Volume fluctuations don't affect throughput. Busy seasons don't require overtime. The billing team has a consistent, reliable back-office partner that never falls behind, which means the human members of the team can focus their full attention on the work that only humans can do.
100,000 Billing Tasks a Year. 4,370 Hours Returned. One Developer.
These results reflect ten months of live production from February through December. The chart below shows weekly transaction volume growing as additional workflows and locations were brought into the automation. All financial figures use conservative labor valuations and represent documented, recurring value, not one-time savings.
What the multi-location dermatology network Got Back
The most important number isn't the transaction count; it is the 4,370 hours returned to the billing team every year. That is the equivalent of more than two full-time employees doing nothing but productive, high-value billing work rather than portal navigation. Those hours went into exception handling, denial appeals, patient communication, and the things that actually require human expertise. The automation didn't replace people. It replaced the part of their job that didn't need people.
A System That Compounds in Value Over Time
At ten months in, the system is processing nearly 2,000 transactions per week and growing. As the multi-location dermatology network opens new locations or adds new workflows, the existing platform handles the expansion without rebuilding anything. Each new location added is hours saved per week added. The value the automation delivers grows with the practice, which is exactly what a well-built system should do, and the reason this engagement generates more value each month than the last.
Innobot supported us with several RCM automations across Eligibility, Claim Status, and Pathology workflows. The automations collectively process close to 100,000 transactions per year, reducing manual workload and enabling our team to focus on higher-value activities. Their delivery was consistent, their communication was proactive, and they adapted quickly to changing operational needs. Overall, Innobot proved to be a dependable and scalable automation partner.
One Developer. 100,000 Transactions. What Could We Build for You?
The multi-location dermatology network handles nearly 100,000 billing tasks per year automatically: across multiple locations, three workflows, one developer. The platform is already built. We configure it for your practice.