AI-Driven Workflow Optimization

CLIENT

IVF Clinic Chain

INDUSTRY

Healthcare

SERVICE

AI Assistant Implementation, EHR Integration & Workflow Automation, Infrastructure Deployment

Overview

A leading IVF clinic chain operating across multiple locations was facing mounting pressure from growing patient demand, overwhelming administrative tasks, and rising staff burnout. With specialists spending hours each day on manual EHR updates and patient handoffs prone to delays, scaling operations without compromising care quality had become nearly impossible. Sphere partnered with the clinic to implement an AI-driven clinical assistant that automated documentation, centralized patient insights, and streamlined interdepartmental workflows – enabling growth, improved efficiency, and better staff satisfaction.

Challenges

Manual, disconnected processes were limiting the clinic’s ability to grow. As patient volumes increased, operational inefficiencies made it difficult to scale without compromising the quality of care or overburdening staff.

Time-consuming administrative tasks

Specialists spent 2+ hours daily after patient visits updating EHRs, leading to errors and rework.

Overwhelmed staff

6 specialists handled 38–45 patients/day but struggled with growing demand, risking burnout and talent attrition.

Inefficient patient handoffs

Delays and miscommunication occurred when transferring patients between departments.

Fragmented patient data

Specialists wasted time reviewing lengthy histories instead of focusing on care.

Our Solution

Sphere implemented an AI Clinical Assistant integrated with the EHR system to:

  • Automate documentation: Voice-to-text AI transcribed patient interactions, auto-populated notes, and flagged inconsistencies.
  • Centralize patient insights:
    • Summarized histories: Key data (prior treatments, test results, preferences) surfaced in seconds.
    • Next-action recommendations: AI suggested personalized treatment steps based on clinical guidelines.
  • Streamline workflows:
    • Seamless handovers between departments with automated updates.
    • Real-time alerts for critical patient milestones or follow-ups.

Key Achievements

15–20% efficiency gain

Specialists handled 45–51 patients/day (vs. 38–45) within 2 months.
Time savings

70% reduction in after-hours administrative work (2 hours → 30 minutes daily).
Error reduction

90% fewer EHR updates requiring rework due to AI accuracy.
Talent retention

40% drop in staff turnover after 6 months of deployment as workloads became manageable.

Result

Within months of implementation, the clinic achieved a 25% increase in patient capacity – without expanding headcount. Operational efficiency gains and reduced administrative burden allowed staff to focus on care, improving well-being and retention. The organization doubled its annual patient intake, strengthened its reputation for innovation, and established itself as a leader in tech-enabled fertility care.

Download the PDF version of this case study.

Flexible, fast, and focused — Sphere solves your tech and staffing challenges as you scale.

Luke Suneja

Client Partner

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