Automating Documentation for Medical Claims Submission

Sphere began by conducting a thorough analysis of the medical practice’s workflow and their existing insurance claim requirements needed for successful claims processing. This phase involved a detailed examination of the various types of claims, the specific data points required for each claim type, and the common reasons for claim rejections or delays. Sphere’s team worked closely with the medical practice’s staff to standardize these requirements, ensuring a consistent and clear set of criteria for medical documentation.

Once the claim requirements were standardized, Sphere moved on to identifying the optimal points within the workflow where an automated review would be most effective. By pinpointing the stages where errors or omissions were most likely to occur, Sphere was able to determine where a generative AI case file review could provide the greatest impact.

The goal was to develop a GenAI-based validation service that could seamlessly integrate into the clinic’s existing AdvancedMD EMR system workflows. This required designing a solution that could work in real-time, offering immediate feedback to Medical Assistants as they entered medical documentation. 

Sphere also focused on ensuring that the integration of this new service would not disrupt the clinic’s existing workflow. This involved designing the system to be user-friendly and intuitive, minimizing the learning curve for Medical Assistants and other staff members. By providing real-time validation with the existing EMR data, Sphere aimed to streamline the documentation process, reduce the need for manual reviews, and ultimately improve the promptness and accuracy of claims reimbursements.

The Sphere solution design involved a comprehensive GenAI-based validation service aimed at providing real-time status updates to Medical Assistants regarding the completeness of medical documentation from a claims processing perspective. This advanced solution was tailored to meet the specific needs of the medical practice and the insurance companies claim requirements, ensuring seamless integration into their workflow without causing operational disruptions.

As part of the Solution’s Design, Sphere outlined the necessary technical components and infrastructure required. This included the development of sophisticated algorithms capable of understanding and analyzing medical documentation, as well as the integration of these algorithms into the clinic’s existing AdvancedMD EMR system. Sphere also ensured that the system’s interface was user-friendly, allowing Medical Assistants to easily interpret and act on the validation feedback.

The GenAI-based service was designed to automatically check for completeness and accuracy based on the standardized claim requirements, alerting Medical Assistants to any missing information that needed to be addressed for the claim to be successfully processed. Sphere developed and implemented the innovative solution to streamline the real-time review of medical documentation. Medical Assistants were informed at the time of entry if additional information was needed, reducing the likelihood of cases being sent back for further information.

Sphere conducted thorough testing to ensure the solution met all requirements. This extensive validation process was crucial to ensuring the solution’s accuracy and reliability. Sphere also invested in training in-house staff on the new systems and processes, ensuring they were well-prepared to manage the solution independently once fully operational. Sphere then transitioned the management of the solution to these in-house teams, equipping them with the necessary tools and knowledge for ongoing operation.