The Challenge:
Operations growth demanded automation tools that would be HIPAA-compliant and fit company’s tough budget
The Outcome:
Standardized and secured sensitive workflows. Connected Google Workspace and Zoho CRM under a HIPAA-compliant system. Cut patients onboarding time by 50–75%
Industry: Healthcare | Company Size: 100+ employees | Processes Automated| Patient onboarding, EMR integration, care team database, hiring & applicant tracking, document intake, compliance workflows | Total impact: Time saved on patients onboarding — 75%
The Challenge
CIT Clinics delivers healthcare services across several states, and at some point, operational growth brought new challenges. Manual patient onboarding took up to 20+ minutes per patient, with fragmented tools and redundant data entry across systems. It created a lot of workload on staff and frustrated patients. Company’s leadership looked into several automation platforms, but failed to find anything that would fit their primary requirements: HIPAA-compliant automations, compatibility with Google Workspace and Zoho CRM, customisable workflows and — most importantly — scalable pricing that won’t force them into automating all operations at once.
The Solution
CIT Clinics adopted Zenphi to automate complex, HIPAA-compliant workflows across patient services and internal operations—without writing code. Now Zenphi-powered automations are used across the board to streamline operations like:
- Patient Onboarding & EMR Integration:
CIT Clinics automated intake by integrating Jotform, Google Workspace, and Zoho CRM. They also automated creation and updates of structured Google Drive folders, charting spreadsheets, and EMR records per patient.
The result? Reduced onboarding from 20+ minutes to 5–10 minutes per case.
- Care Team Database Management
Company’s automation team built a dynamic system to manage external physicians and therapists connected to each patient. They also synced Zoho and Google Workspace records into a centralized database.
Final outcome — standardized data formats and reduced user errors across the organization.
- Hiring & Applicant Evaluation Automation
HR team at CIT Clinics implemented a structured hiring pipeline using Zenphi to capture and process applicant form data. This workflow includes automated internal team evaluations, with forms feeding into a master summary spreadsheet.
Also, the automation allows to track review progress and enforce accountability to prevent applicants from falling through the cracks.
Final objective set by the HR team — checkpoints and scoring logic to ensure fair, consistent hiring decisions — was successfully reached.
Zenphi is the only automation platform with scalable pricing options we found that’s HIPAA-compliant, integrates natively with Google Workspace, and allows us to automate anything—from forms processing to extracting data from PDFs
What’s Next
Looking ahead, CIT Clinics is continuing to expand its use of Zenphi to address even more operational needs. One of the next big initiatives is automating mass updates across all electronic medical records—something that used to require manual changes to every individual patient file. With Zenphi’s database and workflow logic, these updates can now be pushed out automatically.
They’re also working on introducing real-time notifications through Google Chat, so care teams get immediate alerts when a patient reaches key milestones in their journey.
Data hygiene remains a priority as well. As their patient base grows, so does the complexity of their files and folder structures. Zenphi will play a central role in keeping their system clean, compliant, and easy to navigate—ensuring that critical information is always where it needs to be.
Zenphi has become more than just a tool at CIT Clinics; it’s the backbone of their automation strategy, helping them scale operations while staying focused on what matters most—delivering exceptional care.
Overall Automation Impact
- Cut onboarding time by 50–75%
- Standardized and secured sensitive workflows
- Enabled consistent applicant evaluation and follow-through
- Connected Google Workspace and Zoho under a HIPAA-compliant system
- Reduced risk of error and increased compliance across the board
CASE STUDY
HIPAA-Compliant Workflow Automation Across Clinical and Hiring Operations
Download CIT Clinics Case study to learn the details and claim a special offer for the healthcare teams.
