Building automation for revenue cycle management isn't just about writing code. The build phase encompasses process optimization, development standards, documentation, and risk management that determine whether your automation delivers value or creates new problems.
Why Process Optimization Comes First
Automation doesn't fix broken processes. If the underlying workflow is inefficient or poorly defined, automating it just makes bad things happen faster.
Before writing any code, examine the existing process and identify areas for improvement. This upfront work might feel like a delay, but it pays dividends in stability and performance.
One consideration that's easy to overlook: credential transitions. The automation credential has its own application preferences and environment settings, including screen resolution, menu configurations, and sorting preferences. These differ from the end-users who complete tasks manually. Understanding these differences prevents unexpected failures and often reveals opportunities to reduce the number of steps your automation needs to take.
Many applications also offer built-in automation-friendly features. Keyboard shortcuts, hotkeys, and macros can streamline your workflows significantly. Before building complex workarounds, check whether the application already provides a simpler path.
Development Strategies That Scale
Regardless of which platform or coding language your team uses, certain principles apply universally to RCM automation development.
Use APIs and HTML When Possible
Whenever you can tap into application programming interfaces or underlying HTML code, strongly consider it. These approaches are more reliable than screen-based automation and perform better under varying conditions. Screen-based automation should be a fallback, not the default.
Establish Coding Consistency
When multiple developers work on automation projects, inconsistent coding styles create maintenance headaches. Establish clear development guidelines and reinforce them through training and code reviews.
Version control is equally important. Use a repository like GitHub or Azure DevOps, with clear procedures for saving and reviewing code. This becomes critical when several people contribute to a single project or when you need to roll back changes.
Design for Reusability
One of the biggest time-savers in automation development is modular code design. Identify components that can be reused across multiple automations, such as logging into an EHR or navigating a payer portal.
Once you've built and tested these modules, you can plug them into different workflows without rebuilding from scratch. When updates are needed, you change the code in one place and every automation using that module benefits.
Variables further enhance reusability. Instead of hardcoding values throughout your automation, use variables that can be updated in a single location. This makes maintenance faster and reduces the risk of introducing errors during updates.
The Documentation That Helps
A README is how developers communicate with one another. It's often the first thing someone reads when diagnosing a problem, so invest the time to make it useful.
Your README should cover:
- Overview: A non-technical description of what the automation does
- Applications: Software and applications being used, along with techniques employed
- Version history: Brief descriptions of changes over time
- Common failure points: Areas that created issues during development, such as long load times or poor image recognition accuracy
- Technical details: Rationale for specific decisions, including how to access production machines and any testing flags built into the automation
If the build deviates from the original design, update your Process Definition Document accordingly. This documentation becomes your roadmap for troubleshooting and maintenance.
Managing Risks Through Daily Communication
Problems surface faster when teams communicate regularly. Daily standups provide a structured opportunity for team members to share progress, identify blockers, and collaborate on solutions before small issues become major roadblocks.
For complex automations, consider holding two standups per day. The additional touchpoint helps catch problems earlier and keeps momentum high.
Effective standups share certain characteristics:
- Brief: Keep meetings to 15-30 minutes
- Focused: Concentrate on today's work, next priorities, and current blockers
- Transparent: Everyone should see the work happening and obstacles in the way
- Actionable: End with a clear plan for addressing blockers
Consider adopting an established framework like Agile to structure your approach. A defined process helps managers and teams stay accountable.
Building for Reliability
The build phase determines whether your automations deliver consistent value or create new problems to solve. Well-constructed automations are reliable automations, and reliability is what allows your automation program to achieve its objectives.
The investment you make in process optimization, coding standards, documentation, and communication during build pays off every time your automation runs successfully, handles an exception gracefully, or gets updated by someone who wasn't involved in the original development.
Frequently Asked Questions
Q: What makes automation development different in healthcare revenue cycle?
Healthcare RCM involves navigating multiple applications, payer portals, and EHR systems with varying interfaces. Automations must handle credential-specific environments, complex exception scenarios, and strict compliance requirements that don't exist in other industries.
Q: How long does it take to build a typical RCM automation?
Most automations take 2-6 weeks depending on complexity and the number of applications involved.
Q: Should we fix broken processes before automating them?
Yes, always.
