Company Profile
Company Type
Regional medical group
Team Size
50-200 employees
Industry
Healthcare
Key Challenge
Struggling with inefficient manual email outreach processes that were slowing growth and increasing operational costs. Their primary concern was patient data security.
Tools Connected
The Challenge
With a growing prospect database of 10,000+ contacts, this regional medical group couldn't scale their healthcare email outreach without sacrificing quality. Their team of 50-200 employees was managing outreach campaigns across multiple segments, but the manual process created constant bottlenecks. Campaigns took weeks to plan, write, segment, and execute — by which time the market moment had often passed.
Follow-up sequences were the biggest gap. Only 23% of prospects received a second touchpoint within the first week, and multi-step nurture campaigns were practically non-existent. The team tracked engagement in spreadsheets, leading to duplicate sends, missed follow-ups, and embarrassing errors like emailing prospects who had already converted. In the healthcare space, where relationships and timing matter enormously, this lack of systematic outreach was costing them an estimated $200K in annual pipeline.
The Solution
Arahi AI provided the automation backbone this healthcare team needed. They deployed a multi-agent workflow that breaks the email outreach process into discrete, automated steps — each handled by a specialized AI agent. The first agent monitors triggers from Epic and Kareo. The second agent analyzes and processes incoming requests using healthcare-specific business logic. The third agent executes actions across connected tools and notifies team members via Slack.
The beauty of the no-code approach was speed of implementation. The team had their first agent live within 90 minutes, and the full email outreach workflow was operational within a single afternoon. They used Arahi AI's template for healthcare email outreach as a starting point, customized the business rules to match their specific process, and connected their existing tool stack without writing a single line of code. Within the first week, the agents had processed over 200 email outreach instances with 99%+ accuracy — more than the team typically handled in a month.
The Results
Measurable improvements across key healthcare email outreach metrics.
Email Open Rate
217% increase
Before
12%
After
38%
Reply Rate
8x improvement
Before
0.8%
After
7.2%
Campaign Launch Time
95% faster
Before
2-3 weeks
After
< 1 day
Follow-Up Coverage
100% coverage
Before
23% received follow-up
After
100% receive follow-up
Pipeline from Outbound
311% growth
Before
$45K/month
After
$185K/month
“We went from spending half our day on email outreach to having it just happen automatically. The AI agents handle the routine work perfectly, and our healthcare team can focus on the strategic decisions that actually move the needle. I wish we had done this a year ago.”
VP of Operations
Regional medical group
Key Takeaways
The most important lessons from this healthcare email outreach automation project.
This healthcare team proved that email outreach automation doesn't require technical expertise — the no-code platform made it accessible to business users.
Scaling email outreach capacity by 10x without adding headcount fundamentally changed the economics of their healthcare operations.
Consistent AI-powered processing eliminated the quality variance that came with different team members handling email outreach differently.
Real-time visibility into email outreach metrics gave leadership the data they needed to make better strategic decisions.
Implementation Timeline
From zero to production in 90 minutes — here's how they did it.
Step 1: Mapped the existing email outreach workflow
Documented every step of the current manual email outreach process, including decision points, exceptions, and handoffs between team members. Identified which steps could be fully automated versus those needing human oversight.
Step 2: Built the automation in Arahi AI
Used Arahi AI's no-code builder to create the email outreach workflow: connected Epic and Athenahealth as data sources, configured AI decision logic for healthcare-specific requirements, and set up automated actions and notifications.
Step 3: Parallel run with manual process
Ran the AI agents alongside the manual process for one week to compare outputs. The AI matched or exceeded human accuracy on 98% of email outreach instances, with the 2% of edge cases automatically flagged for human review.
Setup Time
90 minutes
AI Agents
4 AI agents
Tools Connected
5 integrations
Frequently Asked Questions
Common questions about automating email outreach in healthcare.
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This case study represents a typical customer scenario. Individual results may vary.