Frequently Asked Questions
Q1: How long does implementation take?
A: Most mid-size healthcare organizations in Ohio go live within 6–8 weeks. The timeline includes discovery, workflow mapping, EHR integration, data migration, staff training, and phased roll-out. Our agile approach allows certain user groups to start benefiting from the platform even while integrations are finalized, accelerating time-to-value.
Q2: Is the platform HIPAA compliant?
A: Absolutely. Cabot’s solution is built on HITRUST-certified infrastructure, employs AES-256 encryption in transit and at rest, and supports role-based access controls with detailed audit logs. We also comply with HITECH, SOC 2, and Ohio’s state-specific privacy mandates.
Q3: Will it integrate with our existing EHR?
A: Yes. We provide native, bi-directional connectors for Epic, Cerner, athenahealth, NextGen, eClinicalWorks, and DrChrono. For home-grown or less common systems, we leverage FHIR, HL7, and custom APIs to ensure seamless data exchange—eliminating double data entry and maintaining data integrity across platforms.
Q4: Can patients book appointments directly?
A: They can. Our patient engagement module lets patients self-schedule, confirm, or reschedule appointments via a web portal or SMS link. Automated reminders reduce no-shows by up to 30%, while two-way messaging allows staff to address questions without phone tag.
Q5: What kind of support is available?
A: Cabot provides 24/7 phone, email, and in-app chat support. You’ll also be assigned a dedicated, Ohio-based customer success manager who conducts quarterly business reviews, shares best practices, and helps you maximize ROI.
Q6: How is pricing structured?
A: We offer three transparent pricing models: (1) Per-referral, ideal for smaller practices; (2) Per-user, suitable for multi-facility groups; and (3) Enterprise license, designed for large health systems. All plans include unlimited referrals once thresholds are met, plus optional modules such as advanced analytics and payer connectivity.
Q7: How is data migrated, and is it secure?
A: We extract historical referral and scheduling data using secure, encrypted tunnels (VPN or TLS 1.2+). Our migration scripts validate data integrity, flag duplicates, and maintain a complete audit trail. No patient data is stored outside U.S. jurisdictions, ensuring compliance with federal and state regulations.
Q8: Can the platform scale as we grow?
A: Definitely. Built on a microservices architecture deployed in AWS and Azure, the platform autos-scales to accommodate spikes in referral volume. Whether you add new facilities, merge with another network, or enter new service lines, capacity and performance scale linearly without downtime.
Q9: What reporting and analytics are included?
A: Standard dashboards provide real-time visibility into referral turnaround times, leakage rates, payer mix, and provider performance. Advanced analytics deliver predictive insights, such as forecasting appointment demand and identifying at-risk referral pathways, enabling proactive interventions.
Q10: How do we measure ROI?
A: We define baseline KPIs during discovery—administrative hours spent, referral leakage percentage, prior-auth turnaround, and patient no-show rates. Post-implementation, our analytics module tracks improvements against these benchmarks, quantifying hard and soft savings. Clients typically see a 3–5× ROI within the first year.