How a 51-Location Nephrology Group Saved 4 FTE Worth of Work Time with AI-Powered Call Automation

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Results That Speak Volumes

Real metrics from a Large Renal Group’s implementation of Call Sara’s AI-powered call automation

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900+
Staff hours saved per month
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50%
Reduced no-show rates
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60-70%
Appointment confirmations
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$30k+
Monthly recovered ROI
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40%
Calls handled by AI

Meet Our Client

Large Renal Group

A leading nephrology group in Texas, operating 51 clinics across the state with over 45,000 patients. They utilize Electronic Clinical Works (ECW) for patient management and 3CX for their communication infrastructure.

51

Clinics

45k+

Patients

ECW

EHR

“IVR systems are very robotic, just not effective. With Call Sara, we have almost freed our nurses and MAs from handling any calls. Now they attend when Call Sara triages. We hire fewer people because of them.”

Chief Operating Officer
Large Renal Group

The Challenge

High Call Volume. Low Efficiency.

Before Call Sara, more than 50% of staff time was spent handling routine inbound and outbound calls. With growing patient volume and limited resources, the team was overwhelmed.

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Poor follow-up rates
Managing thousands of appointment confirmations and patient inquiries daily
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Workflow Delays
Staff spending hours on repetitive call tasks instead of patient care
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Staff Burnout
Nurses and MAs overwhelmed with administrative call responsibilities
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High No- Show Rates
Ineffective reminder systems leading to missed appointments and revenue loss

Call management was identified as a key area for improvement to enhance operational efficiency.

The Call Sara Approach

We partnered with the client to build a scalable automation strategy

Step 1

Baseline Assessment

We analyzed 15K+ calls and 500+ hours of audio, revealing a 3.8/5 sentiment score, 30% unanswered calls, and $10K–$15K per month lost to repetitive tasks

Step 2

Use Case Development

We defined KPIs with the client around call success rates, appointment confirmations, and staff time saved. We integrated with ECW and 3CX to automate updates in real time

Step 3

Pilot Implementation

AI agents automated 30K+ outbound calls, confirmed 8K+ appointments at 52% success, kept cancellations under 3%, saved 150+ staff hours weekly. Sentiment score went up to 4.8/5

Key Milestones & Achievements

Tracking our progress from implementation to transformative results

Targeted AI Rollout

Call insights enabled AI agents across provider schedules, multiple locations, and patient language preferences.

Improved patient satisfaction

Automation at Scale

Appointment workflows were automated across clinics and pods, streamlining patient outreach with less overhead.

60-70% confirmed appointments

Staff Time Freed

Manual work dropped, freeing up front desk time for higher-value patient coordination. Saved 4 FTE worth of time.

900+ manual hours saved per month

Ready to Transform Your Practice?

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