From Flat-File Workflows to Real-Time Admissions Visibility: A Case Study in Clinical Process Modernization

‍

One-liner summary:
Ideas2IT helped Homefree Rx modernize its patient referral and admissions system by building Salesforce-based workflows that replaced fragmented Excel processes thereby improving handoffs, visibility, and operational efficiency across the care lifecycle.
Industry
No items found.
Location
Kentucky, USA
Tech Stacks
Challenge

The admissions lifecycle was slowed by manual spreadsheets and disconnected teams, leaving patient data scattered and handoffs unreliable.

‍

‍

The Problem with the Status Quo

Homefree Pharmacy Services provides at-home pharmaceutical care to patients with complex medical needs, with a mission to minimize rehospitalization and reduce caregiver burden. But behind the scenes, their internal operations told a different story.

The entire patient intake and referral lifecycle from admissions to insurance coordination to order preparation and delivery was run through manual workflows, flat files, and spreadsheet handoffs. Each team (admissions, production, delivery) tracked its own records in isolation, with little visibility into end-to-end progress.

Despite having Salesforce in place, the platform was underutilized. This made performance reporting difficult and coordination error-prone especially as volumes increased

Where the Gaps Were

We uncovered four major issues:

  • Manual Referral Lifecycle: Each stage of the referral from patient intake to delivery was managed offline via Excel or flat files.

  • No Unified Source of Truth: Patient data, prescriptions, forms, and communications were scattered and unsearchable.

  • Missed Handoffs Between Teams: Admissions, production, and delivery teams lacked coordination, resulting in inefficiencies and delayed care.

  • Zero Analytics Visibility: Leadership had no real-time dashboards to monitor bottlenecks, workloads, or care timelines.

Without an integrated system, Homefree Rx couldn’t scale its operations or improve patient throughput without risking quality of service.

What We Delivered

Ideas2IT transformed Homefree Rx’s fragmented processes into a unified Salesforce-powered workflow that streamlined referrals from end to end.

Core Implementation Highlights:

  • Digitized the Entire Referral Workflow: Replaced Excel-based admissions tracking with a structured, automated workflow in Salesforce, with stages and queues for every team (admissions, production, delivery).

  • Built Object-Level Associations: Linked critical entities like Patient, Referral, Rx, Clinician, Forms, and Additional Notes to a unified Admissions Object in Salesforce, centralizing all care-related data.

  • Queue-Based Stage Management: Created workflow queues mapped to each team’s responsibilities, ensuring smooth transitions and eliminating handoff confusion.

  • Real-Time Dashboards and Reporting: Designed MedRec-style analytics dashboards to visualize referral volume, turnaround times, and operational throughput. Admissions data now appears right on the Salesforce homepage, providing instant visibility.

  • Single Source of Truth: Structured all data ingested into the Homefree Rx ecosystem to flow into a unified, queryable schema thereby enabling future analytics, compliance, and integration use cases.

Outcomes We Achieved

Area Outcome
Operational Visibility Real-time dashboards replaced Excel trackers
Workflow Automation Full referral lifecycle digitized across Admissions to Delivery
Team Coordination Queues and tasks streamlined handoffs across departments
Data Quality & Traceability All referral entities now linked to structured Salesforce objects
Reporting & Oversight Executive dashboards enabled daily insight into pipeline health

Teams now collaborate through an automated system, enabling faster onboarding, cleaner data, and improved service delivery for complex patient care.

Industry
No items found.
Location
Kentucky, USA
Tech Stacks
Challenge

The admissions lifecycle was slowed by manual spreadsheets and disconnected teams, leaving patient data scattered and handoffs unreliable.

‍

‍

Key Takeaways

  • Modernization is also about activating existing ones- By rearchitecting workflows within Salesforce, we avoided new vendor costs while delivering outsized impact.

  • Frontline usability dictates success- Embedding dashboards and admissions queues directly into the homepage drove adoption without training fatigue.

  • Care delivery starts with operational agility- Patients get better care when internal systems empower teams to move faster, coordinate better, and act on accurate data.

Co-create with Ideas2IT

We show up early, listen hard, and figure out how to move the needle. If that’s the kind of partner you’re looking for, we should talk.
We’ll align on what you're solving for - AI, software, cloud, or legacy systems
You'll get perspective from someone who’s shipped it before
If there’s a fit, we move fast — workshop, pilot, or a real build plan
Trusted partner of the world’s most forward-thinking teams.
AWS partner AICPA SOC ISO 27002 SOC 2 Type ||
Tell us a bit about your business, and we’ll get back to you within the hour.
No items found.