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How One Nephrology Clinic Reclaimed Half Their Workday
How One Nephrology Clinic Reclaimed Half Their Workday
A single-physician nephrology clinic processing 400+ faxes a month was losing nearly half of every workday to manual fax sorting. About 30 days after switching to Waive, here's what changed.
50% → 25%
Down from nearly half of every workday
Share of the day on faxes
400+
Faxes processed monthly
Single-physician nephrology clinic
Prior auth turnaround
6 wks → days
Previously delayed by the fax backlog
2–3 hrs
Reclaimed daily
Redirected to patient-facing work
The Clinic
SPECIALTY
Nephrology
PHYSICIAN
Dr. Hammad Qadir
CLINIC MANAGER
Hira
STAFF
Liz (fax/admin lead), Kylie (receptionist), Stephanie (MA)
EMR
Tebra
FAX VOLUME
400+ documents / month
Staff roles overlap by design — Stephanie steps in on fax duties during busy periods, and Kylie covers front desk. Liz is the primary owner of all fax processing.
The Challenge
For a lean clinic, fax management was consuming a disproportionate share of Liz's day — and creating downstream bottlenecks across the entire practice.
"Before, it would take me almost half my day to get through faxes — putting them in the profiles, separating them out, seeing what needs to go where and who needs to be notified right away."
Volume: 400+ faxes in under 30 days — high for a single-physician practice
Manual sorting: Every document individually reviewed, matched to a patient profile, and routed by hand
Multi-page lab handling: Faxes with 6–8 pages of lab results frequently misclassified, requiring manual correction.
The Solution
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Categorizes and routes documents (labs, referrals, imaging, prescriptions) to the correct patient profile
Flags multi-page lab faxes as "Multiple Labs" so Liz can prioritize them
Extracts key lab values (e.g. eGFR) and surfaces them alongside the document for quick review
Preserves referral status as "New" per the clinic’s workflow, so the MA can complete intake before marking processed
Urgent imaging flagging in progress — physician-defined keywords (e.g. "STAT," "mass") will surface critical findings before they get buried
Results After ~30 Days
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Share of the day on faxes
Fax processing dropped from ~50% of Liz's day to 25% or less — freeing roughly 2–3 hours daily.
"It has actually cut that down to like a quarter of my day."
Prior Authorization Turnaround
Before
After
Delayed by fax backlog
Same day
Up to 6 weeks
Within days
"If he tells me they need an iron infusion, I can usually get that off that day and get the authorization back within a couple of days."
Appointment Utilization
With reclaimed time, Liz proactively calls no-show patients and fills cancelled slots with patients whose charts are already ready — reducing wasted appointment capacity.
Patient Re-engagement
Liz identified patients with referrals on file who had never been scheduled — some going back over a year. She is now actively calling these patients to bring them in.
"It's making things a lot quicker for me, so I'm able to actually do the other stuff I need to do."
Liz, Fax & Admin Coordinator
A single-physician nephrology clinic processing 400+ faxes a month was losing nearly half of every workday to manual fax sorting. About 30 days after switching to Waive, here's what changed.
50% → 25%
Share of the day on faxes
Down from nearly half of every workday
400+
Faxes processed monthly
Single-physician nephrology clinic
6 wks → days
Prior auth turnaround
Previously delayed by the fax backlog
2–3 hrs
Reclaimed daily
Redirected to patient-facing work
The Clinic
SPECIALTY
Nephrology
PHYSICIAN
Dr. Hammad Qadir
CLINIC MANAGER
Hira
STAFF
Liz (fax/admin lead), Kylie (receptionist), Stephanie (MA)
EMR
Tebra
FAX VOLUME
400+ documents / month
Staff roles overlap by design — Stephanie steps in on fax duties during busy periods, and Kylie covers front desk. Liz is the primary owner of all fax processing.
The Challenge
For a lean clinic, fax management was consuming a disproportionate share of Liz's day — and creating downstream bottlenecks across the entire practice.
"Before, it would take me almost half my day to get through faxes — putting them in the profiles, separating them out, seeing what needs to go where and who needs to be notified right away."
Volume: 400+ faxes in under 30 days — high for a single-physician practice
Volume: 400+ faxes in under 30 days — high for a single-physician practice
Manual sorting: Every document individually reviewed, matched to a patient profile, and routed by hand
Multi-page lab handling: Faxes with 6–8 pages of lab results frequently misclassified, requiring manual correction.
Referral status management: Referrals needed to stay in "New" status for the MA to complete intake — the system wasn’t preserving this automatically
Imaging oversight gaps: Ultrasound, CT, and X-ray results sometimes landed in patient charts unreviewed — a real clinical risk in nephrology
Prior authorizations delayed: Fax backlog pushed prior auth follow-ups back by up to 6 weeks — delaying time-sensitive treatments like iron infusions
The Solution
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Categorizes and routes documents (labs, referrals, imaging, prescriptions) to the correct patient profile
Flags multi-page lab faxes as "Multiple Labs" so Liz can prioritize them
Extracts key lab values (e.g. eGFR) and surfaces them alongside the document for quick review
Preserves referral status as "New" per the clinic’s workflow, so the MA can complete intake before marking processed
Urgent imaging flagging in progress — physician-defined keywords (e.g. "STAT," "mass") will surface critical findings before they get buried
Results After ~30 Days
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Share of the day on faxes
Fax processing dropped from ~50% of Liz's day to 25% or less — freeing roughly 2–3 hours daily.
"It has actually cut that down to like a quarter of my day."
Prior Authorization Turnaround
Before
After
Delayed by fax backlog
Same day
Up to 6 weeks
Within days
"If he tells me they need an iron infusion, I can usually get that off that day and get the authorization back within a couple of days."
Appointment Utilization
With reclaimed time, Liz proactively calls no-show patients and fills cancelled slots with patients whose charts are already ready — reducing wasted appointment capacity.
Patient Re-engagement
Liz identified patients with referrals on file who had never been scheduled — some going back over a year. She is now actively calling these patients to bring them in.
"It's making things a lot quicker for me, so I'm able to actually do the other stuff I need to do."
Liz, Fax & Admin Coordinator
A single-physician nephrology clinic processing 400+ faxes a month was losing nearly half of every workday to manual fax sorting. About 30 days after switching to Waive, here's what changed.
50% → 25%
Share of the day on faxes
Down from nearly half of every workday
400+
Faxes processed monthly
Single-physician nephrology clinic
6 wks → days
Prior auth turnaround
Previously delayed by the fax backlog
2–3 hrs
Reclaimed daily
Redirected to patient-facing work
The Clinic
SPECIALTY
Nephrology
PHYSICIAN
Dr. Hammad Qadir
CLINIC MANAGER
Hira
STAFF
Liz (fax/admin lead), Kylie (receptionist), Stephanie (MA)
EMR
Tebra
FAX VOLUME
400+ documents / month
Staff roles overlap by design — Stephanie steps in on fax duties during busy periods, and Kylie covers front desk. Liz is the primary owner of all fax processing.
The Challenge
For a lean clinic, fax management was consuming a disproportionate share of Liz's day — and creating downstream bottlenecks across the entire practice.
"Before, it would take me almost half my day to get through faxes — putting them in the profiles, separating them out, seeing what needs to go where and who needs to be notified right away."
Volume: 400+ faxes in under 30 days — high for a single-physician practice
Manual sorting: Every document individually reviewed, matched to a patient profile, and routed by hand
Multi-page lab handling: Faxes with 6–8 pages of lab results frequently misclassified, requiring manual correction.
Referral status management: Referrals needed to stay in "New" status for the MA to complete intake — the system wasn’t preserving this automatically
Imaging oversight gaps: Ultrasound, CT, and X-ray results sometimes landed in patient charts unreviewed — a real clinical risk in nephrology
Prior authorizations delayed: Fax backlog pushed prior auth follow-ups back by up to 6 weeks — delaying time-sensitive treatments like iron infusions
The Solution
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Categorizes and routes documents (labs, referrals, imaging, prescriptions) to the correct patient profile
Flags multi-page lab faxes as "Multiple Labs" so Liz can prioritize them
Extracts key lab values (e.g. eGFR) and surfaces them alongside the document for quick review
Preserves referral status as "New" per the clinic’s workflow, so the MA can complete intake before marking processed
Urgent imaging flagging in progress — physician-defined keywords (e.g. "STAT," "mass") will surface critical findings before they get buried
Results After ~30 Days
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Share of the day on faxes
Fax processing dropped from ~50% of Liz's day to 25% or less — freeing roughly 2–3 hours daily.
"It has actually cut that down to like a quarter of my day."
Prior Authorization Turnaround
Before
After
Delayed by fax backlog
Up to 6 weeks
"If he tells me they need an iron infusion, I can usually get that off that day and get the authorization back within a couple of days."
Same day
Within days
Appointment Utilization
With reclaimed time, Liz proactively calls no-show patients and fills cancelled slots with patients whose charts are already ready — reducing wasted appointment capacity.
Patient Re-engagement
Liz identified patients with referrals on file who had never been scheduled — some going back over a year. She is now actively calling these patients to bring them in.
"It's making things a lot quicker for me, so I'm able to actually do the other stuff I need to do."
Liz, Fax & Admin Coordinator
A single-physician nephrology clinic processing 400+ faxes a month was losing nearly half of every workday to manual fax sorting. About 30 days after switching to Waive, here's what changed.
50% → 25%
Share of the day on faxes
Down from nearly half of every workday
400+
Faxes processed monthly
Single-physician nephrology clinic
6 wks → days
Prior auth turnaround
Previously delayed by the fax backlog
2–3 hrs
Reclaimed daily
Redirected to patient-facing work
The Clinic
SPECIALTY
Nephrology
PHYSICIAN
Dr. Hammad Qadir
CLINIC MANAGER
Hira
STAFF
Liz (fax/admin lead), Kylie (receptionist), Stephanie (MA)
EMR
Tebra
FAX VOLUME
400+ documents / month
Staff roles overlap by design — Stephanie steps in on fax duties during busy periods, and Kylie covers front desk. Liz is the primary owner of all fax processing.
The Challenge
For a lean clinic, fax management was consuming a disproportionate share of Liz's day — and creating downstream bottlenecks across the entire practice.
"Before, it would take me almost half my day to get through faxes — putting them in the profiles, separating them out, seeing what needs to go where and who needs to be notified right away."
Volume: 400+ faxes in under 30 days — high for a single-physician practice
Manual sorting: Every document individually reviewed, matched to a patient profile, and routed by hand
Multi-page lab handling: Faxes with 6–8 pages of lab results frequently misclassified, requiring manual correction.
Referral status management: Referrals needed to stay in "New" status for the MA to complete intake — the system wasn’t preserving this automatically
Imaging oversight gaps: Ultrasound, CT, and X-ray results sometimes landed in patient charts unreviewed — a real clinical risk in nephrology
Prior authorizations delayed: Fax backlog pushed prior auth follow-ups back by up to 6 weeks — delaying time-sensitive treatments like iron infusions
The Solution
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Categorizes and routes documents (labs, referrals, imaging, prescriptions) to the correct patient profile
Flags multi-page lab faxes as "Multiple Labs" so Liz can prioritize them
Extracts key lab values (e.g. eGFR) and surfaces them alongside the document for quick review
Preserves referral status as "New" per the clinic’s workflow, so the MA can complete intake before marking processed
Urgent imaging flagging in progress — physician-defined keywords (e.g. "STAT," "mass") will surface critical findings before they get buried
Results After ~30 Days
Waive integrated with Tebra to automatically sort, classify, and route inbound faxes using AI.
Share of the day on faxes
Fax processing dropped from ~50% of Liz's day to 25% or less — freeing roughly 2–3 hours daily.
"It has actually cut that down to like a quarter of my day."
Prior Authorization Turnaround
Before
After
Delayed by fax backlog
Same day
Up to 6 weeks
Within days
"If he tells me they need an iron infusion, I can usually get that off that day and get the authorization back within a couple of days."
Appointment Utilization
With reclaimed time, Liz proactively calls no-show patients and fills cancelled slots with patients whose charts are already ready — reducing wasted appointment capacity.
Patient Re-engagement
Liz identified patients with referrals on file who had never been scheduled — some going back over a year. She is now actively calling these patients to bring them in.
"It's making things a lot quicker for me, so I'm able to actually do the other stuff I need to do."
Liz, Fax & Admin Coordinator
© 2026 Waive
© 2026 Waive
© 2026 Waive
© 2026 Waive