ThedaCare automates care gap outreach with Notable, closing 900+ care gaps and saving an estimated 350 staff hours in 3 months
The problem
Outreaching to patients with open care gaps was one of healthcare's most administratively burdensome manual tasks, requiring staff to spend hours calling patients; failing to close gaps in time risks missed diagnoses, increased costs, and lower performance on value-based care contracts.
Workflow diagram · grounded in source
1
Care gap detected, outreach initiated
Trigger
Care gap detection is automated so a patient can book a visit with their provider immediately after a care gap is identified.
▾ source quote
“automate care gap detection, outreach, and scheduling so a patient can book a visit with their provider immediately after a care gap is identified”
2
Digital assistant outreach
Ai action
Notable's digital assistants automate patient outreach to close care gaps at a faster rate.
▾ source quote
“Notable's digital assistants are helping ThedaCare close care gaps at a faster rate by automating patient outreach”
3
Patient provides remote data
Integration
Patients interact with the system remotely by providing important data such as home blood pressure measurements or information about previous screening exams.
▾ source quote
“patients can also interact with the system remotely by providing important data that helps their provider know where they are in their care (e.g., home blood pressure measurements or information about previous screening exams)”
4
Self-reported closure documented in EHR
Output
For patients who indicate they have already completed the needed care, Notable collects the information and documents the care gap closure in the EHR.
▾ source quote
“For patients who indicate they have already completed the care needed to close the care gap, Notable will collect the needed information and document the care gap closure in the EHR”
5
Patient status list surfaced to team
Output
Notable automatically surfaces a list of patients who have scheduled, opted-out, screened-out, and/or completed a procedure in the last 12 months to ThedaCare's team.
▾ source quote
“Notable automatically surfaces a list of patients who have scheduled, opted-out, screened-out, and/or completed a procedure (like a mammography screening or MAWV) in the last 12 months to ThedaCare's team”
6
Office visits scheduled
Output
Hundreds of patients are scheduled for recommended office visits through the automated workflow.
▾ source quote
“scheduled hundreds of patients for recommended office visits”
Reported outcome
Notable's digital assistants closed more than 900 care gaps in a 3-month period, saved an estimated 350 staff hours, and enabled ThedaCare to reach roughly 3X more patients than manual methods, with approximately 30% of outreach recipients starting the care gap closure process.
Reported metrics
Care gaps closedmore than 900
Care gaps closed from scheduled visits26%
Care gaps closed from patient-reported information74%
Estimated staff hours saved350 hours
Show all 7 reported metrics
care gaps closedmore than 900
care gaps closed from scheduled visits26%
care gaps closed from patient-reported information74%
estimated staff hours saved350 hours
patients reached vs manual methodsroughly 3X patients
patients starting care gap closure processapproximately 30%
typical patient call answer rate (baseline)10%
Reported stack
Notabledigital assistantsEHR
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Notable's digital assistants closed more than 900 care gaps in a 3-month period, saved an estimated 350 staff hours, and enabled ThedaCare to reach roughly 3X more patients than manual methods, with approximately 30%…
What tools did this team use?
Notable, digital assistants, EHR.
What results were reported?
Care gaps closed: more than 900; Care gaps closed from scheduled visits: 26%; Care gaps closed from patient-reported information: 74%; Estimated staff hours saved: 350 hours (source-reported, not independently verified).
How is this appointment scheduling AI workflow structured?
Care gap detected, outreach initiated → Digital assistant outreach → Patient provides remote data → Self-reported closure documented in EHR → Patient status list surfaced to team → Office visits scheduled.
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