Streamlining Scheduling and Case Communication

The Challenge

Constitution Surgery Alliance operates ambulatory surgery centers across the Northeast and mid-Atlantic, and like many ASC operators, they faced a growing communication burden. Relying heavily on phone calls and faxes, staff spent significant time coordinating case details with physicians’ offices, reps, and vendors. There was limited visibility into case schedules, block time usage, or room assignments, making daily workflows inefficient and prone to error. As expectations grew for more seamless, digital interactions between centers and physicians, Constitution knew they needed to modernize. “Technology caught up,” said Senior VP of Operations Mark Gombotz, “and so did the comfort level at physician offices to share information digitally.”

The Solution

Mark piloted HST’s scheduling and case coordination solution at one center, quickly recognizing its potential. “We had been piecemealing communication,” he said, “but HST helped bring it all together.” The tool replaced faxes and fragmented calls with a digital workflow that let front office staff and physicians’ offices share case details, documents, and updates in real time. Physicians could check their schedules and room assignments from their phones, while reps and vendors could view when and where they were needed. The pilot’s success led to wider adoption across centers, particularly those in Constitution’s joint venture with Hartford Healthcare.

The Results

Adoption of HST’s scheduling and case coordination solution led to clear improvements in staff efficiency and physician satisfaction. Front desk teams no longer had to dig through physical files or make countless calls to confirm case details. Reps, vendors, and even x-ray techs now receive precise scheduling information ahead of time. Most notably, the reduced need for offline text messages and phone coordination translated into measurable time savings for both administrative and clinical staff. “Physicians love it,” Mark shared. “They can see what room they’re in, who’s there, and what’s needed—all before the case even starts.”

The Future

With HST’s scheduling and case coordination solution proving successful, Constitution is evaluating how to consolidate other disjointed parts of its operation. Currently using separate systems for EMR, patient texting and pre-assessments, intake, and outcomes tracking, the organization sees an opportunity to move toward a more unified enterprise platform. “HST has all those things,” said Mark. “We’re already using one of their products and like it—so why wouldn’t we explore the others?” As they scale, the organization sees HST not just as a software vendor, but a partner in future growth.