Hermenio Lima Filho Medicine Professional Corporation is a specialist clinic in Hamilton focused on dermatology and clinical immunology, using digital intake and communication workflows to help staff prepare better before visits begin.
Type
Specialist
EMR
Accuro
Using Ocean Since
September 2021
The Challenge
Incomplete intake and repetitive follow-up slowed the workflow
At Hermenio Lima Filho Medicine Professional Corporation in Hamilton, Ocean helped move intake, reminders, and patient communication earlier in the workflow so staff could begin appointments with more complete information and less day-of scrambling.
As Dr. Hermenio Lima explained, before Ocean the clinic’s biggest challenges were time-consuming intake processes, incomplete or missing patient information, and a high volume of phone calls and paperwork for reminders, confirmations, and questionnaires.
“Before Ocean, our biggest challenges were time-consuming intake processes, incomplete or missing patient information, and a high volume of phone calls and paperwork for reminders, confirmations, and questionnaires. This created delays, repeated work for staff, and reduced the time available for clinical care.”
Dr. Hermenio Lima Filho
Dermatologist and Clinical Immunologist
Hermenio Lima Filho Medicine Professional Corporation
In a specialist setting, those issues create friction throughout the day. When patients complete forms in the clinic under time pressure, staff have to re-check missing items, scan documents, and follow up to clarify details that should already be available before the visit begins. That leads to repeated work for staff and reduces the time available for clinical care.
Why change, why now
The clinic needed a workflow that would help staff prepare earlier, reduce manual administrative steps, and make patient communication more efficient. The goal was not simply to replace paper with digital tools. It was to improve the quality and timing of information coming into the clinic so visits could begin with more complete details and less day-of scrambling.
The Solution
Shifting key intake and communication steps into the pre-visit workflow
The clinic used Ocean to shift key steps out of the waiting room and into the pre-visit workflow. Instead of relying on paper forms completed on arrival, patients now complete intake in advance, including history, medications, treatment screening, and symptom scoring.
Staff can review responses before the appointment, identify gaps early, and follow up only when needed. Ocean Reminders helped automate pre-visit communication and reduce the need for manual outreach related to appointments and instructions, while Secure Messaging supported more streamlined patient communication and cut down on routine phone traffic.
This changed the workflow in a practical way. Information arrived earlier, intake became more standardized, and the team no longer had to rely as heavily on paper, scanning, and repeated calls.
What changed in practice
Intake and demographic updates happen earlier instead of being compressed into check-in.
Staff review more complete responses before the visit and only follow up when necessary.
Reminders and secure messages reduce the need for repetitive phone outreach and paperwork.
The Impact
More complete information, less repetitive admin work
Impact for staff
The biggest operational benefit was a reduction in repetitive administrative work. With more complete information arriving ahead of time, intake and check-in became faster. Staff no longer had to spend as much time chasing missing fields, scanning paperwork, or making follow-up calls related to reminders and instructions.
The clinic also reported improved accuracy and consistency in the documentation that supports clinical care. Staff feedback has been consistently positive, with the workflow feeling smoother and allowing more time to focus on patient care.
“Staff feedback has been consistently positive and Ocean has reduced repetitive administrative tasks and improved clinic flow. Patients often comment that the process feels more modern, clearer, and easier, and they appreciate being able to complete forms on their phone at home instead of rushing in the waiting room.”
Dr. Hermenio Lima Filho
Dermatologist and Clinical Immunologist
Hermenio Lima Filho Medicine Professional Corporation
Impact for patients
Patients felt the change in convenience and clarity. Instead of rushing through forms in the waiting room, they could complete them on their phone at home, which made the process feel easier and more modern while also giving them more time to provide complete information.
The clinic also saw fewer incoming calls related to appointment reminders and instructions, suggesting patients were getting what they needed earlier and in a clearer format. Patients have responded positively and appreciate being able to complete forms before their visit instead of under time pressure at the clinic.
By collecting better information earlier, the clinic created a more consistent workflow for staff and a clearer, more convenient experience for patients before the visit even begins.
