Case Studies
How Eyas Landing Used AI to Unlock Hidden Capacity in Rehab Scheduling
How Eyas Landing Used AI to Unlock Hidden Capacity in Rehab Scheduling
How Eyas Landing Used AI to Unlock Hidden Capacity in Rehab Scheduling
A multidisciplinary pediatric rehabilitation center worked with Opmed to address a scheduling problem that had become increasingly difficult to manage manually. The resulting analysis showed approximately 29% higher provider utilization and 10% more billable hours.
29%
29%
29%
29%
improvement in provider utilization
improvement in provider utilization
improvement in provider utilization
10%
10%
10%
10%
Increase in billable hours
Increase in billable hours
Increase in billable hours
Less manual
Less manual
Less manual
reassignment
reassignment
reassignment
Following PTO
Following PTO
Following PTO
For rehabilitation organizations, the schedule can quietly become one of the biggest barriers to growth.
For rehabilitation organizations, the schedule can quietly become one of the biggest barriers to growth.
For rehabilitation organizations, the schedule can quietly become one of the biggest barriers to growth.
Every day, teams have to coordinate patient treatment plans, therapist skills and availability, insurance requirements, coverage rules, room capacity, and organizational targets.
Every day, teams have to coordinate patient treatment plans, therapist skills and availability, insurance requirements, coverage rules, room capacity, and organizational targets.
Every day, teams have to coordinate patient treatment plans, therapist skills and availability, insurance requirements, coverage rules, room capacity, and organizational targets.
Each factor is manageable on its own.
Each factor is manageable on its own.
Each factor is manageable on its own.
The difficulty comes from having to solve all of them at the same time.
The difficulty comes from having to solve all of them at the same time.
The difficulty comes from having to solve all of them at the same time.
At Eyas Landing, a multidisciplinary pediatric rehabilitation center in Chicago, growth had made that scheduling puzzle increasingly difficult to manage manually.
At Eyas Landing, a multidisciplinary pediatric rehabilitation center in Chicago, growth had made that scheduling puzzle increasingly difficult to manage manually.
At Eyas Landing, a multidisciplinary pediatric rehabilitation center in Chicago, growth had made that scheduling puzzle increasingly difficult to manage manually.
Scheduling required approximately four to five hours of staff time each day. Provider utilization was uneven. Defined scheduling logic was not always applied consistently. Therapist PTO created additional reassignment work.
Scheduling required approximately four to five hours of staff time each day. Provider utilization was uneven. Defined scheduling logic was not always applied consistently. Therapist PTO created additional reassignment work.
Scheduling required approximately four to five hours of staff time each day. Provider utilization was uneven. Defined scheduling logic was not always applied consistently. Therapist PTO created additional reassignment work.
Eyas Landing worked with Opmed to explore a different approach.
Eyas Landing worked with Opmed to explore a different approach.
Eyas Landing worked with Opmed to explore a different approach.
The Challenge
Too Many Variables for Manual Scheduling
Too Many Variables for Manual Scheduling
Too Many Variables for Manual Scheduling
Traditional scheduling depends heavily on people making individual decisions across dozens of operational constraints.
Traditional scheduling depends heavily on people making individual decisions across dozens of operational constraints.
Traditional scheduling depends heavily on people making individual decisions across dozens of operational constraints.
A scheduler may need to determine
A scheduler may need to determine
A scheduler may need to determine
Which therapists are available
Which therapists are available
Which therapists are available
Which providers have the right skills
Which providers have the right skills
Which providers have the right skills
What each patient's treatment plan requires
What each patient's treatment plan requires
What each patient's treatment plan requires
How insurance rules affect scheduling
How insurance rules affect scheduling
How insurance rules affect scheduling
When patients can attend
When patients can attend
When patients can attend
How PTO and coverage changes affect the rest of the day
How PTO and coverage changes affect the rest of the day
How PTO and coverage changes affect the rest of the day
For Eyas Landing, that meant significant time spent manually reshuffling schedules while available provider capacity was not always being used as effectively as possible.
The Approach
Treat Scheduling as an Optimization Problem
Treat Scheduling as an Optimization Problem
Treat Scheduling as an Optimization Problem
Opmed approached the challenge differently.
Opmed approached the challenge differently.
Opmed approached the challenge differently.
Opmed analyzed Eyas Landing data and simulated scheduling scenarios incorporating therapist and patient availability, coverage hierarchy, insurance requirements, and other operational constraints.
Opmed analyzed Eyas Landing data and simulated scheduling scenarios incorporating therapist and patient availability, coverage hierarchy, insurance requirements, and other operational constraints.
Opmed analyzed Eyas Landing data and simulated scheduling scenarios incorporating therapist and patient availability, coverage hierarchy, insurance requirements, and other operational constraints.
The optimization algorithm then generated schedules designed to increase billable hours while maintaining continuity of care.
The optimization algorithm then generated schedules designed to increase billable hours while maintaining continuity of care.
The optimization algorithm then generated schedules designed to increase billable hours while maintaining continuity of care.
The goal was not simply to automate the existing process. It was to identify a better allocation of the resources already available.
The goal was not simply to automate the existing process. It was to identify a better allocation of the resources already available.
The goal was not simply to automate the existing process. It was to identify a better allocation of the resources already available.
Results
The Results
The Results
The Results
The analysis and pilot validation revealed meaningful operational opportunity.
The analysis and pilot validation revealed meaningful operational opportunity.
The analysis and pilot validation revealed meaningful operational opportunity.
Approximately
Approximately
Approximately
29%
29%
29%
29%
improvement in provider utilization
improvement in provider utilization
improvement in provider utilization
The optimized schedules made more effective use of available provider time, with the poster's provider-level comparison showing improvement across the analyzed group.
The optimized schedules made more effective use of available provider time, with the poster's provider-level comparison showing improvement across the analyzed group.
The optimized schedules made more effective use of available provider time, with the poster's provider-level comparison showing improvement across the analyzed group.
Approximately
Approximately
Approximately
10%
10%
10%
10%
increase in billable hours
increase in billable hours
increase in billable hours
Better allocation of provider capacity translated into more billable clinical time within the modeled schedules.
Better allocation of provider capacity translated into more billable clinical time within the modeled schedules.
Better allocation of provider capacity translated into more billable clinical time within the modeled schedules.
Less manual
Less manual
Less manual
Less manual
reassignment following PTO
reassignment following PTO
reassignment following PTO
Automated coverage reduced some of the manual work associated with rebuilding schedules when therapist availability changed.
Automated coverage reduced some of the manual work associated with rebuilding schedules when therapist availability changed.
Automated coverage reduced some of the manual work associated with rebuilding schedules when therapist availability changed.
Together, the results showed how much operational opportunity can remain hidden inside a schedule.
Together, the results showed how much operational opportunity can remain hidden inside a schedule.
Together, the results showed how much operational opportunity can remain hidden inside a schedule.
From Constant Reshuffling to Greater Control
From Constant Reshuffling to Greater Control
From Constant Reshuffling to Greater Control
For Eyas Landing, the value of AI scheduling was not simply producing another calendar.
For Eyas Landing, the value of AI scheduling was not simply producing another calendar.
For Eyas Landing, the value of AI scheduling was not simply producing another calendar.
It was creating a way to evaluate operational complexity that would be extremely difficult to manage manually at scale.
It was creating a way to evaluate operational complexity that would be extremely difficult to manage manually at scale.
It was creating a way to evaluate operational complexity that would be extremely difficult to manage manually at scale.
No more manual reshuffling or wasted capacity. AI scheduling finally gave us control over our time and growth.
No more manual reshuffling or wasted capacity. AI scheduling finally gave us control over our time and growth.
No more manual reshuffling or wasted capacity. AI scheduling finally gave us control over our time and growth.
Dr. Laura Mraz
Dr. Laura Mraz
Dr. Laura Mraz
Eyas Landing founder
Eyas Landing founder
Eyas Landing founder
That shift matters because inefficient scheduling has consequences beyond the administrative team.
That shift matters because inefficient scheduling has consequences beyond the administrative team.
That shift matters because inefficient scheduling has consequences beyond the administrative team.
Unused provider time limits capacity. Repeated schedule changes create additional work. And when the organization cannot use its existing resources efficiently, growth becomes more difficult.
Unused provider time limits capacity. Repeated schedule changes create additional work. And when the organization cannot use its existing resources efficiently, growth becomes more difficult.
Unused provider time limits capacity. Repeated schedule changes create additional work. And when the organization cannot use its existing resources efficiently, growth becomes more difficult.
Optimization gives teams another option.
Optimization gives teams another option.
Optimization gives teams another option.
More Capacity Can Start With Better Allocation
More Capacity Can Start With Better Allocation
More Capacity Can Start With Better Allocation
Healthcare organizations often respond to rising demand by looking for more staff, more rooms, or more operating hours.
Healthcare organizations often respond to rising demand by looking for more staff, more rooms, or more operating hours.
Healthcare organizations often respond to rising demand by looking for more staff, more rooms, or more operating hours.
But additional capacity does not always have to begin with additional resources.
But additional capacity does not always have to begin with additional resources.
But additional capacity does not always have to begin with additional resources.
Sometimes the first opportunity is understanding whether the resources already available are being allocated as effectively as they could be.
Sometimes the first opportunity is understanding whether the resources already available are being allocated as effectively as they could be.
Sometimes the first opportunity is understanding whether the resources already available are being allocated as effectively as they could be.
Eyas Landing's experience illustrates that opportunity.
Eyas Landing's experience illustrates that opportunity.
Eyas Landing's experience illustrates that opportunity.
By using AI to evaluate patient needs, provider availability, operational rules, and resource constraints together, Opmed helped reveal capacity that was difficult to identify through manual scheduling alone.
By using AI to evaluate patient needs, provider availability, operational rules, and resource constraints together, Opmed helped reveal capacity that was difficult to identify through manual scheduling alone.
By using AI to evaluate patient needs, provider availability, operational rules, and resource constraints together, Opmed helped reveal capacity that was difficult to identify through manual scheduling alone.
This reflects Opmed's broader approach to healthcare operations: forecast what is likely to be needed, allocate resources around those needs, and adjust as conditions change. That framework is central to Opmed's current platform direction.
This reflects Opmed's broader approach to healthcare operations: forecast what is likely to be needed, allocate resources around those needs, and adjust as conditions change. That framework is central to Opmed's current platform direction.
This reflects Opmed's broader approach to healthcare operations: forecast what is likely to be needed, allocate resources around those needs, and adjust as conditions change. That framework is central to Opmed's current platform direction.
Optimize the Capacity You Already Have
Opmed helps healthcare organizations turn complex operational decisions into opportunities for better utilization, increased capacity, and less manual work.
See how Opmed can help your team uncover more capacity within the resources you already have.
Optimize the Capacity You Already Have
Opmed helps healthcare organizations turn complex operational decisions into opportunities for better utilization, increased capacity, and less manual work.
See how Opmed can help your team uncover more capacity within the resources you already have.
Optimize the Capacity You Already Have
Opmed helps healthcare organizations turn complex operational decisions into opportunities for better utilization, increased capacity, and less manual work.
See how Opmed can help your team uncover more capacity within the resources you already have.