Automated Billing Follow-Up POC for a Regional Emergency Services Provider

Patient billing follow-up in emergency medical services is a volume problem with compliance stakes. Manual outreach to patients about outstanding balances strains administrative staff, slows collection cycles, and creates inconsistency in every patient interaction. A regional emergency medical services provider knew automation could fix this. What they did not know was whether their existing Microsoft stack could support it without a costly custom build. Before committing to a full platform investment, they needed proof. They called BabyBots.

Strategic Impact

Our Approach

Scope Alignment and Environment Setup

Two weeks required a clean start with no environment surprises mid-build. POC scope, Dynamics access, data intake structure, workflow triggers, and compliance boundaries were all confirmed before development began.

Daily Data Upload and Patient Intake

Manual data entry was replaced with a structured intake pipeline that fed every downstream workflow. A daily exception upload process automatically populated patient billing details into the system without staff involvement.

Automated Communication Workflows

Communication that had required staff time now ran on schedule without intervention. Initial billing contact, balance due reminders, and follow-up sequences were automated through Power Automate with templated SMS and email notifications.

Power BI Dashboard and Payment Visibility

The administrative team gained real visibility into outreach activity and outstanding balances without pulling manual reports. A Power BI dashboard surfaced communication logs and payment status in a single view the team could actually act on.

HIPAA Compliance Foundation

The POC was built to production compliance standards from the start, not retrofitted at the end. Basic security protocols for encrypted storage of patient data established the HIPAA compliance foundation required before the build went any further.

BabyBots Impact Assessment

The Impact

The proof of concept demonstrated that automated patient billing follow-up was technically feasible on the client's existing Microsoft stack without custom infrastructure. The two-week build validated the full automation loop from daily data intake through patient communication to payment visibility. The organization had the evidence it needed to move forward with confidence.

Prior to development, BabyBots conducted a requirements alignment session with the client team to confirm workflow priorities, patient data handling requirements, and the boundaries of the proof of concept versus a future production build.

Daily patient billing data upload and auto-population workflow
Automated SMS and email notification workflows via Power Automate
Initial billing notification templates for claim submission communication
Payment portal link integration within outbound communications
Power BI dashboard for communication logs and payment tracking
HIPAA-aligned encrypted patient data storage framework
POC documentation and recommendations for full-scale development

Project Journey

Project Timeline

Phase 1

Billing Automation POC — Requirements & Environment Setup

Aligned on POC scope, confirmed Dynamics environment access, and outlined data intake, workflow, and compliance requirements for the automated billing follow-up system.

Phase 2

Billing Automation POC — Core Workflow Development

Built the daily data upload intake, initial billing notification templates (SMS and email), and the automated communication workflows using Power Automate.

Phase 3

Billing Automation POC — Dashboard & Compliance Framework

Developed the initial Power BI dashboard for communication logs and payment status, integrated the payment portal link, and implemented basic HIPAA-aligned security protocols for patient data.

Phase 4

Billing Automation POC — Review & Handover

Presented the functioning proof of concept to client stakeholders, validated technical feasibility, collected feedback, and delivered documentation for future full-scale development.

Nonprofit / Healthcare Services

The question is not whether automation will work. It is whether you can afford to find out the hard way.

The POC was built to production compliance standards from the start, not retrofitted at the end. Basic security protocols for encrypted storage of patient data established the HIPAA compliance foundation required before the build went any further.