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title: "Automation and Outpatient Cost Reductions | Seagry Consultancy"
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last_updated: "2026-06-24T19:14:08.654Z"
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[←back to Digital Transformation & Tools](https://staging.seagryconsultancy.com/services/digital-transformation) # **Outpatient Automation Use Cases** Through our work across the NHS, and specifically with provider Trusts, the biggest administrative costs we see within an Outpatients setting tend to come from the following activity: - Appointment booking and rescheduling - Referral processing - Clinic outcome documentation - Letters and document handling - Waiting list management - Chasing missing information Using **Microsoft Power Automate + SharePoint + Microsoft 365 documents (Word, Excel, Forms)** can automate large parts of these workflows because Power Automate can trigger actions when a SharePoint list item or document changes and route approvals, notifications, or document generation automatically. Below is a **progression from very simple to more sophisticated automation**, specifically tailored to **outpatient administration**. # **Simple automations** (1–2 hours to build) ## **Auto-create Clinic Lists from Referrals****Scenario**- A referral arrives by email or uploaded document. - Admin staff currently re-enter details into a spreadsheet.**Automation**1. Referral email or form → Power Automate 2. Extract fields 3. Create item in SharePoint list **“Clinic Referrals”**4. Notify specialty admin team**Impact**- Removes manual copying - Creates a real-time referral register ## **Appointment reminder emails or SMS****Scenario**- Patients miss appointments (DNAs). - Staff manually send reminders.**Automation**1. SharePoint list holds appointment data 2. Scheduled flow runs daily 3. If appointment within 72 hours 4. Send reminder email/SMS**Impact**- Reduced DNAs - No admin chasing ## **Automatic Document Filing****Scenario**Clinic letters are saved randomly in network folders.**Automation**1. Upload document to SharePoint 2. Flow reads metadata (clinic, consultant, patient ID) 3. Automatically moves to correct folder 4. Updates SharePoint list**Impact**- No manual filing - Searchable records # **Moderate automations** (high ROI for outpatient admin) ## **Automated Clinic Outcome Capture** Instead of paper outcome sheets.**Workflow**1. Clinician fills **Microsoft Form** after clinic 2. Flow updates SharePoint list 3. If outcome = discharge → trigger discharge letter 4. If follow-up → create waiting list entry**Impact**- Removes data entry - Immediate waiting list update ## **Auto Generate Clinic Letters** Huge administrative saving.**Workflow**1. SharePoint list item updated 2. Power Automate populates Word template 3. Generates letter PDF 4. Stores in SharePoint 5. Sends to GP or patient**Impact**- Admin no longer typing letters - Consistent templates ## **Referral Triage Automation****Workflow**1. Referral uploaded to SharePoint 2. Flow sends approval request to consultant 3. Consultant chooses:   - Accept   - Advice only   - Redirect specialty Flow automatically: - Updates waiting list - Sends referral outcome - Files documentation**Impact**- No email chains - Faster triage # **Advanced automations** (major operational impact) ## **Waiting List Validation Automation** Huge issue in NHS trusts.**Workflow**1. Monthly automated flow 2. Send patient validation email or SMS 3. Capture response via form 4. Update waiting list status automatically**Impact**- Reduces RTT breaches - Removes call-centre validation work ## **Intelligent Document Processing** Use **AI Builder or Power Automate AI**.**Workflow**1. Referral PDF uploaded 2. AI extracts:   - NHS number   - Specialty   - Urgency 3. Auto-creates SharePoint referral record 4. Routes to correct clinic**Impact**- Eliminates referral data entry ## **Full Outpatient Pathway Automation** The most powerful scenario.**Architecture**```
Referral SharePoint referral list → Consultant triage (Power Automate approval) → Waiting list creation → Clinic booking → Appointment reminder automation → Clinic outcome form → Auto letter generation → Discharge or follow-up scheduling
```**Impact**- Entire outpatient admin pipeline automated - Only exceptions require human intervention # **Expected Typical Costs Savings (realistic)**- Clinic Letters (1-2 WTE) - Referral Processing (0.5-1 WTE) - Waiting List Validation (1 WTE) - Outcome Data Entry (0.5 WTE) Total potential saving **per speciality:**2-4 Admin staff equivalent