Resources / Case Studies / CareMed Improved Same-Day Documentation by 64% and Recovered 120+ Missed Appointments Using PracticeEHR’s Multispecialty AI Solutions

CareMed Improved Same-Day Documentation by 64% and Recovered 120+ Missed Appointments Using PracticeEHR’s Multispecialty AI Solutions

April 15, 2026 | PracticeEHR

3 min read

Practice Name: CareMed Primary & Urgent Care

Specialty: Primary Care and Urgent Care

Location: Patchogue, West Babylon, Coram, Riverhead, Bay Shore, Miller Place, and Selden, New York

Services: Preventive care, walk-in urgent care, wellness screenings, chronic condition management, and in-clinic procedures

CHALLENGES

Siloed Workflows Slowing Operations:

CareMed’s front desk, billing, and clinical teams used to rely on multiple siloed systems to manage daily tasks. Fax handling, note transcription, and appointment scheduling were all manual. This created duplicate work and slowed the pace across seven busy multispecialty locations.

Documentation Delays After Every Visit:

Providers at CareMed often spent late hours completing visit notes and coding forms. Without automation, live documentation was nearly impossible. This was a major issue across seven different locations that reduced patient throughput and repeatedly caused delayed billing cycles.

Missed Calls and Communication Gaps:

Front-desk staff at each site were overwhelmed by appointment calls. Missed or delayed responses caused uneven patient flow and underutilized provider schedules. This made it difficult to maintain consistency across all CareMed clinics.

SOLUTIONS

AI-Powered Automation That United Every Location:

PracticeEHR’s multispecialty EHR connected CareMed’s seven sites under one intelligent system. Every step of the operations, from intake to follow-up, is now interconnected. With AI Fax, incoming faxes are automatically sorted and linked to the right patient record. This alone freed up 21 staff hours every week.

Quick Documentation and Coding Accuracy:

With AI Scribe, providers now document visits on the spot, regardless of the clinic location. The multispecialty AI solution transcribes conversations during the visit. Today, 90% of encounters are closed on the same day. That’s a clear improvement from 55% before implementation.

Consistent Scheduling and Communication Efficiency:

AI Agents now manage thousands of calls each month across all seven multispecialty clinics. Hold times have dropped from over 2 minutes to just 20 seconds. And our multispecialty EHR recovers over 120 appointment slots every month that were previously lost to missed calls.

Key Results & Impact

21+

staff hours saved weekly

64%

increase in same-day encounter closures

120

appointment slots recovered monthly

CareMed Primary & Urgent Care’s Journey

A few months ago, CareMed’s seven multispecialty clinics across Long Island were facing major bottlenecks regarding documentation and daily workflows.
Staff were overburdened with managing paperwork, chasing faxes, and answering phones nonstop. Providers were spending late evenings finishing charts, while front desks were struggling to keep up with calls and schedules. For CareMed, multispecialty care delivery was top-notch, but workflows were a constant headache.

We spoke with Javed Farooq, CareMed’s Chief Operations Officer, about what daily life looked like before the change. According to Javed,

“Our teams were doing everything manually. Faxes, documentation, calls, almost everything. Everyone was working hard, but it always felt like we were lagging behind.”

Each location had its own rhythm, but not its own breathing room. Tasks piled up, communication lagged, and routine processes began to slow the entire system down.

That’s when CareMed decided to modernize its operations with PracticeEHR’s suite of multispecialty AI solutions. The first breakthrough came with AI Fax, which began automatically sorting and linking faxes to the correct patient records.

Javed says,

“It looked like something not worth the attention at first. But working around a pile of faxes with AI Fax gave us back almost 21 hours per week. Now, every single fax is handled automatically.”

The next big differentiator for CareMed was AI Scribe. It gave providers live transcription and coding assistance during visits. For the first time, CareMed providers were finishing notes before patients even left the room. In the words of Javed,

“It’s been a game-changer. Almost 90% of encounters are closed the same day. And it’s been a huge relief since no provider has to chase unfinished notes days later.”

For CareMed, AI Agents have now taken over thousands of scheduling calls that were once a major concern across seven locations. With AI Agents, the multispecialty EHR now handles over 2,500 calls every month. Hold times have dropped from 2 minutes to just 20 seconds, and AI Agents now help CareMed recover over 120 missed appointment slots each month.

Sharing his experience with PracticeEHR, Javed acknowledged,

“Those calls used to take up entire shifts a few months back. Now, our front desk can help patients in front of them. Not a blinking phone line.”

Today, CareMed operates with improved efficiency as one practice across seven locations. Fax backlogs are gone. Providers close 90% of encounters the same day. Patients experience faster scheduling and smoother communication across all seven multispecialty locations.

For Javed and his team, PracticeEHR’s multispecialty AI solutions took efficiency to a whole new level. According to Javed,

“If we plan on expanding to another location, PracticeEHR would definitely be our only choice. In fact, we’ve been recommending it to others who face similar bottlenecks.”

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