Case Study: How CareCodeAI Helped a Multi-Site Outpatient Group Achieve 3–5× Faster Coding — Safely and Accurately

Stanley Hastings
Nov 7
2 min read

In outpatient revenue cycle operations, speed and compliance are everything — but achieving both has always been a challenge. One multi-site outpatient group recently discovered how CareCodeAI could transform its entire coding workflow — not just by making it faster, but smarter and safer.

The Challenge

This group’s coding team was no stranger to complexity. Multi-specialty notes across family medicine, orthopedics, and minor procedures often ran several paragraphs long, filled with variable terminology and shorthand from different providers.

Despite their expertise, coders spent significant time deciphering long clinical notes, ensuring documentation supported the billed codes, and re-keying data into their billing system. The average time per encounter hovered between 6–10 minutes — creating delays and backlogs across multiple sites.

The Breakthrough

After implementing CareCodeAI, coders immediately saw a difference. Using the app, a skilled coder could now complete one full claim every 2 minutes — from inputting the note, reviewing suggested codes, to transferring them back into the EHR or billing platform.

That’s a 3–5× improvement in speed — achieved without RPA or automation. Just a coder using CareCodeAI’s intuitive, reason-driven interface.

Why It Worked

Deep Thinking & Contextual Reasoning: CareCodeAI doesn’t just look for keywords — it understands the clinical logic behind a note. The app performs a deep contextual review, reasoning through the narrative to determine accurate CPT, ICD-10, and modifier codes that reflect both the documentation and compliance requirements.
Ease of Use: The interface was designed for real-world coders. Upload or paste the note, review CareCodeAI’s suggested codes, confirm accuracy, and move on. It’s clean, fast, and built for everyday use in high-volume environments.
Built-In Compliance & Privacy: The client loved that CareCodeAI’s workflow is fully compliant — no protected health information (PHI) ever leaves the app. Before any text is processed by the AI model, the system automatically removes identifying details such as patient names, dates, addresses, and MRNs. This ensures that no PHI is transmitted while maintaining HIPAA-aligned safeguards throughout the process.

The Impact

Beyond the dramatic speed increase, the facility saw real-world operational gains:

Coders were able to float to other high-value tasks like denial analysis and provider feedback.
The coding backlog cleared within days, improving revenue recognition.
Leadership noted that coders were more engaged and less fatigued, as the tool handled the mental heavy lifting of deciphering long notes.

Why It Matters

This case underscores a simple truth — technology doesn’t replace coders; it amplifies them. With CareCodeAI, one coder can now do the work of several, all while maintaining superior compliance, accuracy, and data security. For any outpatient group or health system facing staffing shortages or rising volumes, that’s a game-changer.