Getting providers to patients faster, with one onboarding workflow across 18 teams.
A leading Rocky Mountain health system was coordinating provider onboarding and offboarding across 18 to 20 teams using disconnected spreadsheets, email, and phone calls. One tracked workflow replaced that coordination, surfaced delays earlier, and gave every task an owner, all aimed at getting providers through onboarding and ready to see patients sooner.
Production outcomes are the customer’s own, from their deployment.
The delays weren’t confined to any one team. They happened in the handoffs between them. Putting the lifecycle on one tracked workflow gave every task an owner, surfaced delays earlier, and kept onboarding moving toward the provider’s start date.
Onboarding was slow and hard to predict.
Getting a provider from signed offer to seeing patients touched dozens of teams and 157 separate tasks across HR, IT, credentialing, payer enrollment, risk, and facilities. The work ran through disconnected spreadsheets, emails, and phone calls, with no single owner or current view. Every missed handoff could push out the provider’s start date, delaying patient access and the revenue that comes with a provider beginning work.
Problems surfaced late. With no shared view, a missed handoff was often found only when a start date was already at risk.
Start dates slipped. A slipped day meant a provider not yet seeing patients and revenue not yet earned.
Staff reconciled status by hand. Experienced staff spent hours a week piecing together who had done what.
No accountability line. When work stalled between teams, no one owned moving it forward.
What changed: one tracked workflow replaced the spreadsheets.
The whole lifecycle moved onto one tracked workflow.
We brought the provider lifecycle onto one tracked workflow, from pre-onboarding and credentialing through onboarding, ongoing changes, and offboarding. The 157 tasks that used to live in separate spreadsheets became one sequence with clear ownership and current status.
The workflow tracks each task against the provider’s expected start date and surfaces delays while there is still time to address them. People remain responsible for credentialing and other consequential decisions; the workflow handles the tracking, reminders, and status. The goal is straightforward: remove the coordination delays that keep a provider from being ready to see patients on time.
A later phase adds AI agents. An onboarding agent dispatches and chases the full task sequence across every team; a document-intake agent classifies and validates uploads so there is no manual sorting; an escalation agent flags a slipping start date before it becomes an emergency; and a provider-assistant agent answers new-hire questions in the portal, day or night. The consequential steps, credentials and contracts, stay human-gated, so the agents do the chasing and a person still approves anything that matters.
The work stays focused on the provider’s start date.
With every task, owner, dependency, and status in one place, teams can see what could hold up a provider before the start date is at risk. Staff spend less time reconciling status and more time resolving the issues that actually need their attention.
The measured result was 70% less weekly coordination time and 66,000 hours returned to operations each year. The operational objective is equally important: shorten the path from signed offer to a provider being ready to see patients.
Where does your provider lifecycle stall?
Show us how providers move from signed offer to seeing patients today. We will map the handoffs, identify where start dates are being put at risk, and show where a single workflow can take time out of the process.