Automatic triage of referrals



Ingmar Veinberg
Chief Medical Officer

Administration takes up an increasing amount of time in healthcare. According to Forbes, healthcare professionals spend up to 50% of their time on administrative work. One of the tasks that is extremely time consuming when performed manually is referral triage and scheduling of referrals. 

Automatic triage using AI

Zymego Triage prioritises and schedules referrals automatically, using smart algorithms and artificial intelligence. The system handles large amounts of referrals at a time, which makes the triage and scheduling process smoother and more efficient. The system reduces time spent on administration and enables healthcare professionals to spend more time on patient-centred work.

How it works

By analysing large datasets of triage and scheduling, our software can provide suggestions for prioritisation and scheduling of large amounts of referrals at a time. The staff can easily drag and drop referrals in the program, to adjust the program's suggestions. When potential adjustments are done, all referrals can be scheduled with a few clicks. The user-friendly interface and automation is enabled by integration with the EHR/EMR system.

Solutions that free up time in healthcare

Do you have a question about our solutions?

Below we have listed answers to the most frequently asked questions.  

What is required by us as a clinic when implementing Zymego Now?

The clinic needs to fill out a short form with information on how the system should handle different booking types. You also need to refer to Zymego's web portal in invitation letters, on your website, on the answering machine and through information at the clinic’s premises. If the clinic is connected to an app where patients can book appointments, we recommend that you add information about Zymego Now and provide a link to the web portal in the app.

How can your systems be fully automated?

Automation is made possible through integration with the electronic health or medical system (EHR/EMR system) in use. We currently have integration with the Swedish EMR system WebDoc (owned by Evimeria). For other EHR/EMR systems, we will set up new integration, which is currently supported by most systems on the market.

How can we be sure that patients on the waiting list are matched with correct time slots when using Zymego Now? 

Information about each patient's appointments is retrieved from the EHR/EMR system through integration. Through this integration, Zymego also collects the necessary information to be able to match the patients with correct time slots. Thanks to our advanced matching functionality, we can ensure correct matching.

How do you handle personal data and IT security?

We handle personal data in accordance with the GDPR in Europe, and cooperate with European IT providers for encryption and storage of personal data. Zymego has been developed with a strong focus on data security and continuously follows the latest security recommendations. We only handle data related to appointments and scheduling.

What makes Zymego Now a unique tool?

The unique functionality of Zymego Now is the automatic matching function, which makes it possible to match cancelled appointments and empty time slots with waiting patients. It relieves healthcare staff of administration, improves finances for clinics and increases patient access. The high level of automation that we have achieved enables the system to work quietly in the background, so healthcare workers do not have to do any manual work, or learn a new system.   

What is technically required when implementing Zymego Now?

For users of Webdoc: We have integration with the EMR system WebDoc. This means that clinics using WebDoc can be connected to Zymego Now as soon as the form regarding booking types is filled out.

For users of EHR/EMR systems: The platform needs to be integrated with the EHR/EMR system in use, which is something most EHR/EMR systems available on the market support. If the EHR/EMR system is web-based, we handle all the technical work related to the integration. If the system is deployed on-premise (i.e. a local installation of the system), it may be necessary for the IT department to be involved in the integration work to a certain extent. 

Not all patients have an electronic ID, and on some markets, eIDs are not widely used. What is your view on that? 

For security reasons, electronic identification is required. The purpose of secure identification is to ensure that information about a patient's appointments does not end up in the wrong hands.

However, regarding ways of identifying the patient, we are flexible as long as the solutions comply with the market specific regulations. In countries with many different tools for electronic identification, we will use the most popular solutions and provide alternative options if possible. 

What payment methods are available in Zymego Lobby? 

As a baseline we offer PayPal and card transfer. However, we are flexible and adjust our solutions in different markets, so if there are other preferred payment methods in your country or region, we will do our best to add those.  

Do I need a physical payment terminal at my clinic to use Zymego Lobby?

No, patients pay and register on our web portal through their smartphones, a  functionality enabled by integration with the EHR/EMR system in use. 

How do I implement Zymego Triage?

Firstly, we need to ensure Zymego triage can be integrated with the EHR/EMR system in use. If additional APIs (application programming interfaces, i.e.  connections between software programs) are needed, the supplier of your EHR/EMR system might be able to provide that. When the APIs required are in place, we can either use your existing database of referrals and booking data, or build a new database. The software’s proposals for triage and scheduling are based on algorithms and historical data. Simply put, the more data the program receives, the less you need to do as the program’s accuracy increases.

Do I never need to handle referrals with Zymego Triage? 

Yes, some handling is required, but the time spent on handling referrals is significantly reduced. Zymego Triage is a scheduling tool that eliminates the need to schedule individual referrals manually, by providing a user-friendly way for staff to triage and schedule a large number of referrals at a time. The staff assesses the program's proposals and can then, after potential adjustments, schedule dozens of referrals at a time, with one click.

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