Case Study

AI-Driven Workflow Optimization

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:

1. Automate documentation
Voice-to-text AI transcribed patient interactions, auto-populated notes, and flagged inconsistencies.
2. 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.
3. Streamline workflows
Seamless handovers between departments with automated updates. Real-time alerts for critical patient milestones or follow-ups.

Key Achievements

45–51 patients/day

Specialists handled (vs. 38–45) within 2 months.

70% reduction

In after-hours administrative work (2 hours → 30 minutes daily).

90% fewer

EHR updates requiring rework due to AI accuracy.

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.

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Lee Ebreo

VP of Engineering at Credit Ninja

These things would not have been achievable if we did not build our own in-house system and if we did not partner with Sphere to help us achieve our goals.

Selah Ben-Haim

VP of Engineering at Prominence Advisors

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Mark Friedgan

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Lee Ebreo

VP of Engineering at Credit Ninja

These things would not have been achievable if we did not build our own in-house system and if we did not partner with Sphere to help us achieve our goals.

Selah Ben-Haim

VP of Engineering at Prominence Advisors