Reclaiming 5 hours a week with AI inbox management
How a multidisciplinary weight loss and gastroenterology clinic used MediRecords’ Evolve Direct to reclaim up to five hours of clinical admin time every week.
1 hour
5 hours
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About Medibod
Medibod is a multidisciplinary, medical weight loss clinic in Merimbula, on NSW’s far south coast, co-founded by gastroenterologist and GP Dr Darryl Mackender and registered nurse Sarah Mackender. The clinic brings together specialist medical expertise, nursing support, and counselling.
The clinic also houses Sapphire Coast Digestive Diseases, where Dr Mackender treats digestive and liver conditions, including inflammatory bowel disease.
With referrals, imaging requests, pathology, and patient intake forms all flowing through the practice daily, document management was a significant part of the administrative load.
The Challenge: paperwork everywhere
Before implementing MediRecords Evolve Direct, document processing at Medibod was a study in manual effort. Referrals arrived by fax (and email). Dr Mackender wrote imaging requests by hand and kept photocopies. Pre-procedure paperwork for gastroenterology cases, patient intake forms, and pathology results, all of it had to be individually scanned, saved to a desktop, and then uploaded into MediRecords.
“There were multiple clicks,” said Sarah. “Save documents onto the desktop, which raises its own security concerns around patient data sitting on a local machine, and then upload into the patient’s file. It was just so many steps.”
“People lose things,” Sarah said. “Or you’d go back and ask, did I do that? Did I file that? There was just always that uncertainty.”
The Solution: straight to Evolve
When Sarah was offered the opportunity to trial Evolve Direct, she didn’t ease in gradually. On the day the feature went live, Dr Mackender was away. Sarah looked at his desk; It was stacked with roughly a ream’s worth of accumulated paperwork.
“I just grabbed everything on his desk, which, I kid you not, would have been about 200 documents, and I just thought, bugger it. Scan it all. Send, send, send.”
“Wow, wow, wow — I scanned in and filed and cleared the entire desk from a dishevelled stack of papers to 100% digitised in less than two hours. I am obsessed.”
– Sarah Mackender RN, Director & Co-founder, Medibod
Initially, scanned documents were sent to Sarah’s email address, which she then forwarded to Evolve for intelligent filing. While this worked well, she soon realised she could add the Evolve Direct email address directly to the scanner. Now, documents scan straight into the Evolve Direct inbox within MediRecords, where staff can quickly file them to the correct patient record, bypassing Sarah’s inbox entirely.
“Now my inbox is empty and I don’t have to deal with it. The documents just go straight to Evolve. I can deal with them, or any staff member can work through the inbox in MediRecords as they come in. It’s just so much easier,” Sarah said.
Meeting clinicians where they are
Dr Mackender prefers to write notes by hand during consultations, using a digital notepad. At the end of a consultation, he sends his handwritten notes directly to Evolve Direct, where they are filed against the patient record as a PDF.
“He really, really likes it,” said Sarah. “He still likes that process of just writing something as he’s listening to someone. If he hasn’t got round to typing up his notes, there’s at least his ‘chicken scratch’ to remind him what’s there.”
“I like how it’s marrying what he’s used to and comfortable with, with more efficient digital record keeping… adapting to the human.”
– Sarah Mackender RN
The results
Time savings.
Sarah estimates that Evolve Direct saves Medibod approximately an hour of administrative work per day, around five hours returned to the team each week. That is time previously absorbed by scanning, saving, uploading, cross-checking, and hunting for misfiled documents.
Record completeness.
"Our records are so much more comprehensive now," Sarah said. "More complete, and more efficiently completed. Before, I might have thought twice about filing something because it was just such a process. Now I’m definitely going to file because it’s so simple. The records are more complete, and you can be more confident in them."
Reduced administrative stress.
"It definitely reduces admin stress," said Sarah, which she agreed was a known cause of burnout among clinicians.
“It’s turned a laborious task, one you wanted to avoid, into something that’s now in bite-sized pieces and achievable.”
– Sarah Mackender RN
Asked whether she would recommend Evolve Direct to other practices, Sarah does not hesitate.
“I would recommend it 100%. Download it. Right now.”
– Sarah Mackender RN
About MediRecords Evolve Direct
MediRecords Evolve Direct is part of the MediRecords Evolve AI-powered technology suite. It enables practices to scan documents directly into patient records, eliminating manual save-and-upload workflows, reducing administrative burden, and supporting more complete clinical documentation. To learn more or book a demo, visit medirecords.com/evolve .
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