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CareLoop�Patient care that follows through

Team 4 | Neo Tiwari, Nathan Chiu, Abhinav Jain, Adrian Starzynski

$138,169

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CareLoop�Patient care that follows through

Team 4 | Neo Tiwari, Nathan Chiu, Abhinav Jain, Adrian Starzynski

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Problem Analysis

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Winter storms and highway closures disrupt in-person care, with limited virtual options to maintain continuity.

No consistent way to re-engage patients after missed visits, increasing delays and preventable escalation.

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

Problem Analysis

Clearwater Ridge faces challenges in care coordination, follow-up continuity, and winter resilience

Follow-ups rely on manual, fragmented processes, making missed appointments easy to lose and hard to resolve

Care Coordination

Follow-Up & Communication

Winter Travel Constraints

When appointments are missed and winter conditions limit access.

How can Clearwater Ridge ensure patient care continues?

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Strategic Analysis

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What Makes Care Coordination Viable?

Limited staff capacity

Manual follow-up processes

Winter-disrupted access

What Must the System Provide?

Closed-loop follow-up

Virtual-first access

Minimal training

Key Strategic Constraints

Strategic Constraints in Rural Care Coordination

Designing care coordination that works when access breaks down

Strategic Factors

System Realities

What Defines the Care Environment?

Seasonal Isolation

Small population scale

High cost of escalation

System Requirements

Introduction

Problem Analysis

Strategic Analysis

Recommendation

Implementation

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What Makes Care Coordination Viable?

Limited staff capacity

Manual follow-up processes

Winter-disrupted access

What Must the System Provide?

Closed-loop follow-up

Virtual-first access

Minimal training

Key Strategic Constraints

Strategic Constraints in Rural Care Coordination

Designing care coordination that works when access breaks down

Strategic Factors

System Realities

What Defines the Care Environment?

Seasonal Isolation

Small population scale

High cost of escalation

System Requirements

Introduction

Problem Analysis

Strategic Analysis

Recommendation

Implementation

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What Makes Care Coordination Viable?

Limited staff capacity

Manual follow-up processes

Winter-disrupted access

What Must the System Provide?

Closed-loop follow-up

Virtual-first access

Minimal training

Key Strategic Constraints

Strategic Constraints in Rural Care Coordination

Designing care coordination that works when access breaks down

Strategic Factors

System Realities

What Defines the Care Environment?

Seasonal Isolation

Small population scale

High cost of escalation

System Requirements

Introduction

Problem Analysis

Strategic Analysis

Recommendation

Implementation

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	Closed-Loop Follow-Up	Winter-Resilient Access	Staff Scalability	Reliability Under Disruption
Manual Staff Follow-up
In-Person–Only Care Model
Basic Reminder Systems
Status Quo (No change)

Existing Care Coordination Approaches Matrix

Why do existing approaches fail to meet system requirements?

Introduction

Problem Analysis

Strategic Analysis

Recommendation

Implementation

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	Closed-Loop Follow-Up	Winter-Resilient Access	Staff Scalability	Reliability Under Disruption
Manual Staff Follow-up
CareLoop
Basic Reminder Systems
Status Quo (No change)

Proposed Approach Matrix

Why do existing approaches fail to meet system requirements?

Introduction

Problem Analysis

Strategic Analysis

Recommendation

Implementation

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Meet Ethan

Clearwater Ridge Resident: Forestry

Ethan’s Concerns

1

missed appointment delays care for weeks

Key Revenue Drivers

How can we better address the needs of citizens like Ethan?

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

Strategic Insight

Care breakdowns in rural communities are driven by failed follow-up, not lack of care availability

$200 → $15,000

cost jump from missed follow-up to escalation

50+

patients managed by 1 care coordinator

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Recommendation

Enabling a Scalable, Virtual-First Operating Model

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Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

Standardizing pre-appointment screening across web/SMS/call creates a scalable operating model for continuity, independent of travel constraints.

Proposed Operating Model

A deeper dive into the core components

High Level Overview

Why is this the Optimal Solution?

EMR auto-sync

Automated patient engagement

Replaces manual coordination

Deploy a closed-loop, virtual-first appointment coordination system that standardizes pre-appointment check-in for patients and gives staff real-time visibility + automatic follow-up triggers.

Core Capabilities

Two dashboards (Admin + Patient) + Integration with existing EMR Systems + automated multi-channel check-in (Web / SMS / AI Call) that ensures no appointment can be missed without resolution.

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Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

Integrated System

Enabling a standardized, end-to-end operating model for appointment readiness

Patients

Administrative Employees

Medical Professionals

Patients

Patients receive a single, simple check-in path via web, SMS, or AI call to confirm appointments and complete pre-appointment questions in their preferred language/channel.

Administrative Employees

Staff use a real-time dashboard synced to EMR to configure outreach, run fallback reminders, flag no-shows/cancellations, and trigger rescheduling, all with clear status indicators.

Medical Professionals

Clinicians receive structured, pre-validated intake summaries before the visit -> 15% more time for decisions.
Integration with existing EMR platforms

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Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

Care Coordination

Follow-Up & Communication

Eliminate manual tracking gaps by giving staff a single dashboard with real-time appointment status

Decision Criteria

Assessing CareLoop against Clearwater Ridge’s core operating constraints

One-click “switch to virtual” + automated patient notification ensures care continues when highways close or travel becomes unsafe.

What Success Looks Like

Appointment readiness:

Higher confirmation + completed intake before visit; fewer day-of surprises

Multi-channel outreach (web / SMS / AI call), with configurable timing + fallback reminders to maximize completion.

Winter Travel Constraints

One-click “switch to virtual” + automated patient notification ensures care continues when highways close or travel becomes unsafe.

Key Outcomes

Fewer missed visits

No-shows/cancellations auto-flagged + reschedule prompts prevent drop-offs

Staff time returned

Less manual calling/chasing; coordination handled by automated system

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Replacing Chasing with Automation

Dashboard status + auto reminders + no-show flags → fewer drops and less staff time.

Keeps the Process Intact when Visits Shift

One-click “switch to virtual” + instant patient notification → continuity without rescheduling chaos.

Manual Staff Follow-Up

01.

Basic Reminder Systems

03.

In-Person-Only Care

02.

Status Quo (No Change)

04.

A Single Source of Truth

APR/EMR sync + real-time visibility → fewer blind spots than paper/spreadsheets.

Turning Reminders into Completion

Patients confirm + complete intake (web/SMS/AI call) and the system syncs results back to staff.

Why CareLoop Outperforms Existing Approaches

A single system that closes the loop, scales staff capacity, and stays reliable under winter disruption

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

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CareLoop Experience: Administrator

Track confirmation status and take action at scale

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

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CareLoop Experience: Patient

Standardizing Pre-Visit Readiness

Easily confirm appointments and view key details in one tap

Receive timed reminders via SMS or call to reduce missed appointments

Answer pre-visit questions ahead of time for a smoother appointment

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

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CareLoop Experience: Medical Professional

Integration With Existing EMR Platforms

Introduction

Implementation

Problem Analysis

Strategic Analysis

Two-Step EMR Integration Plan

Ensuring secure, efficient, and seamless adoption

Request API Keys from EMR Vendor

Secure APIs sync appointment schedules and patient data without disrupting clinic workflows.

Setup EMR Connection in CareLoop

Clinics access a simple setup dashboard to manage reminders, intake flows, and follow-ups.

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

Automatically imports clinic day-sheet from EMR

Automatically exports patient intake responses into the EMR

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Clinical Adoption

Impact

Regulatory Readiness and Transition Pains

Early Buy-In

Embed CareLoop directly into existing EMR workflows to minimize behavior change and eliminate unnecessary time sinks.

2

3

Risk Matrix

Likelihood

1

Risk Matrix

Risks and Mitigations

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

Launch with documented workflows to avoid ambiguity and ensure smooth integration.

Offer streamlined pilot deployments with no upfront cost, targeting clinics facing staff shortages and/or frequent access disruptions.

1

2

3

Addressing potential problems before they can manifest

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Finances - Cost Projections

Healthy unit economics supported by a lean fixed-cost base

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

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Finances - Impact & ROI (Avoided Costs)

Three Year Profit and Loss Analysis

Introduction

Implementation

Problem Analysis

Strategic Analysis

Recommendation

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https://www.infoway-inforoute.ca/en/component/edocman/resources/reports/benefits-evaluation/3819-analysis-of-the-current-and-potential-benefits-of-virtual-care-in-canada

https://www.cma.ca/sites/default/files/2022-02/Virtual-Care-in-Canada-Progress-and-Potential-EN.pdf

https://www.canada.ca/en/health-canada/corporate/transparency/health-agreements/bilateral-agreement-pan-canadian-virtual-care-priorities-covid-19/enhancing-access-principle-based-recommendations-equity.html

https://www.cochrane.org/CD007458/EPOC_mobile-phone-messaging-reminders-attendance-healthcare-appointments

https://bmjopen.bmj.com/content/6/10/e012116

https://academic.oup.com/jamia/article/30/3/559/6889491

https://bcruralhealth.org/wp-content/uploads/2025/06/Travel-and-Access-to-Care-in-Rural-and-Remote-final.pdf

https://www.cmaj.ca/content/197/26/E754

https://www.twilio.com/en-us/voice/pricing/ca

https://azure.microsoft.com/en-us/pricing/details/app-service/windows/

https://elevenlabs.io/pricing