When Haven Creek Diagnostics asked our AI discovery agent “Dave” to take a fresh look at daily operations across its three imaging centers, the brief was clear: preserve the human touch while removing the admin drag that steals time from patients. Over several weeks, Dave held 22 confidential, 10–15 minute interviews spanning scheduling, clinical ops, radiology, IT, and leadership. The aim wasn’t to audit people—it was to map reality: how appointments are booked, how information moves, where handoffs wobble, and which low-risk automations could return hours to care.
The Discovery Method: Short, Structured, Actionable
Dave’s process is consistent across healthcare clients:
- Brief interviews with employees in every function.
- A standard question set that surfaces roles, responsibilities, dependencies, and bottlenecks.
- Synthesis into a plain-English briefing and a consulting-style Organizational Discovery Report with a 12-month roadmap.
At Haven Creek, interviews revealed a patient-first team slowed by manual scheduling, phone-based intake, repetitive data entry, and paper/fax report distribution—issues common to fast-moving clinics where systems haven’t kept pace with volume.
What We Found (and Why It Matters)
From the 22 interviews, five high-leverage opportunities rose to the top: scheduling inefficiency, manual intake/verification, delayed physician reports, redundant data entry, and fragmented communication across scheduling, imaging, and billing systems. For staff, the promise of AI is real—but confidence and training matter. The majority are interested but untrained, with a healthy core of early adopters ready to champion change.
Just as importantly, we identified internal “AI sponsors”—team members with credibility and curiosity across functions—a senior scheduler, the lead radiologist, the operations manager, and an IT specialist—to lead pilots and serve as peer trainers.
The Collateral You Receive
Every Dave engagement produces decision-ready assets you can put to work immediately:
- AI Discovery Briefing: a narrative picture of how the organization actually operates today—in the team’s own words.
- AI Organizational Discovery Report: a structured plan that quantifies pain points, names internal champions, and sequences pilots with clear KPIs.
- Champion Map: the cross-functional group empowered to run early pilots and socialize quick wins.
- Before/After KPI targets: cycle-time, call-volume, report turnaround, error rates, and satisfaction measures tied to each pilot.
The 12-Month Roadmap (Built for Patient Care)
Haven Creek’s plan is pragmatic and HIPAA-conscious, with human-in-the-loop verification at each step:
Q1 – Foundation (Months 1–3):
Form an AI Implementation Taskforce; audit scheduling data; stand up a HIPAA-compliant sandbox; run a short “AI in Healthcare” workshop to build confidence. Milestone: governance and compliance approved for pilots.
Q2 – Pilot (Months 4–6):
Deploy AI Scheduling Assistant at one center to automate bookings, reminders, and cancellations; add a Voice Intake Assistant to capture demographics and verify insurance during calls. Target: ~30% call-volume reduction in the pilot site and faster check-in times.
Q3 – Integration (Months 7–9):
Expand scheduling/intake across all three centers; launch a Document Summarization Agent to pre-draft radiology reports for physician review. Target: ~70% automation in targeted workflows with improved physician satisfaction.
Q4 – Scale & Culture (Months 10–12):
Publish an internal AI policy & governance guide; train staff clinic-wide; share success metrics (call reduction, turnaround, satisfaction). Target: ~20% efficiency gain across admin workflows.
Expected Results (What Good Looks Like)
- Scheduling load: 30–50% fewer inbound calls through self-service and automated reminders.
- Intake workload: up to 60% less manual data entry with voice capture + verification.
- Radiology reporting: ~40% faster draft creation with human review for accuracy and tone.
- Patient & physician experience: faster answers, fewer status calls, clearer follow-ups.
Underpinning everything are the four concerns we plan for upfront: HIPAA compliance, role clarity (no job displacement), simplicity for non-technical staff, and human accountability for all AI outputs. Each pilot keeps clinicians or managers in the approval loop, by design.
Why “Dave” Works in Clinical Settings
Success here is not about perfect data—it’s about repetitive pain points your people already know by heart. Dave captures those realities quickly, turns them into measurable pilots, and equips your internal champions to win small, win early, and win visibly—so staff sees AI as a force multiplier for care, not a replacement for it.
Download the full deliverable: Haven Creek Diagnostics - Organizational Discovery Report
