Published July 2026 by Canadian Healthcare Technology magazine.
Authors: Dr. Chandi Chandrasena, Simon Ling, Dr. Reza Talebi, Dr. Abbas Zavar, OntarioMD
In our
second article of this four-part series, we explored connected clinics, where patient data can move more easily across settings and teams through improved interoperability.
This next pillar—streamlined—focuses on what it takes to turn that connectivity into real changes in practice, including understanding clinical pain points, reassessing existing workflows, and using technology, such as AI, to better solve these problems.
OntarioMD (OMD) research, including
a 2024 survey on the impact of health information technology (HIT) on physician burnout, confirmed the overall management of medical reports, patient communications, and workflow redundancies, as recurring pain points for physicians. By identifying tasks that demand significant time, effort, and cognitive load, it allows the opportunity to prioritize solutions that address them.
A streamlined clinic isn't about adding more layers of technology but rather stepping back and asking what you're trying to achieve as a team, and what's getting in the way. It means taking a closer look at workflows, roles, and routines, and being willing to redesign them – whether that's expanding team responsibilities, adding support where needed, or rethinking how work gets done. Technology plays a role, but only after clearing the real barriers. The goal is to reduce friction, create capacity, and make workflows more connected and manageable. Every clinic will approach this differently, but the common thread is structured, adaptable workflows that support both teams and patients.
Ideally, a streamlined clinic uses simple, low-friction processes that are helped by automation and technologies informed by clinical and workflow design. Everyday repetitive tasks could be automated via scheduling reminders, follow-ups, inbox triage, document routing, and post-visit work, incorporating them into the clinic workflow. The pre-visit, in-visit, and post-visit framework still applies, but is less linear; workflows are increasingly iterative, with ongoing movement between stages.
New clinic models and emerging technologies are starting to reshape the delivery of care by helping reduce unnecessary clinic visits and directing patients to the most appropriate care settings. As a result, a streamlined clinic workflow extends beyond the family practice, ensuing patients receive the right care, at the right time – even if that care is provided elsewhere. However, within the parameters of Ontario's healthcare system, and this article, it is still reasonable and practical to structure workflows into the standardized pre-visit, in-visit, and post-visit framework.
Pre-visit: bye, bye phone tag, hello automated flow
In a streamlined clinic, the workflow starts before the patient visits. Once challenges are identified and assessed from patient, clinic and staff perspectives, the optimization process can begin. This includes considering solutions that empower patients to be active partners in their own health care and reduce burden on front desk staff (for example, online booking, digital pre-visit forms to minimize phone outreach, etc.). Using digital tools to triage patients helps facilitate patient care via the appropriate medium (in-person, virtual, or with an alternate team member) and priority level, while ensuring equitable access by maintaining phone-based options for patients who face barriers to digital channels or prefer not to use them. This is precisely where the Empowered, Connected and Streamlined pillars connect.
In-visit: less computer clicks, more patient focus
Once a patient visit begins, care is streamlined around physicians' and clinicians' cognitive flow, or being 'present', rather than software constraints. In a streamlined clinic, check-in is quick, key tasks are visible for staff to complete, and templates and preselected requisitions reduce clicks for documentation, orders, and referrals.
Other tools such as AI-enabled documentation and clinical decision supports (embedded into EMRs, if possible) can further alleviate administrative tasks for physicians and clinicians by generating clinical notes and after-visit summaries. When an integrated EMR is combined with patient data from hospitals, home care, or vetted remote monitoring devices, these tools provide clinicians with a fulsome patient picture, sparing them from having to access information through multiple portals.
Post-visit: closing the loop reliably
Many high-risk and time-consuming tasks happen after the patient visit. This includes reviewing results, completing forms, and coordinating care with clinician colleagues. In a streamlined clinic, these are handled with clear processes tailored to individual clinics, and where possible, automation.
Incoming documents, like lab results and consult notes, are automatically sent to the correct clinician and patient record, with clear queues for review. This process helps to minimize duplicates. Follow-ups and reminders are triggered automatically, reducing reliance on memory recall or spreadsheets. Provincial EMR-integrated eReferral and eConsult tools replace the use of paper forms and fax machines, accelerating care and improving tracking.
Clear post-visit routines, such as issuing patient summaries, instructions, follow-ups and lists of tasks, help ensure nothing is missed. Patients receive clear information via their preferred channels, and staff complete work following predefined tasks instead of managing ad hoc requests.
Realizing a streamlined clinic through design and partnership
Bringing a "streamlined" clinic to fruition takes more than implementing new technology. It involves reviewing current workflows, removing low-value activities, and redesigning processes to reduce burden for clinicians and staff. Without this, new tools are simply digitizing existing inefficiencies rather than eliminating them. To be sustainable, a culture of continuous improvement should be considered. This involves continually assess workflows to identify friction and inefficiencies and prioritize gradual changes to optimize team roles, reduce administrative burden and improve satisfaction. Every step of the process – each message, alert, or click – should be assessed for real clinical value. This ongoing refinement builds the necessary capacity for future automation and sustainable, long-term operational excellence.
Empowering staff to work at the height of their skills is also key. With clear training, and defined roles and processes, many tasks can be handled without direct clinician involvement. This improves efficiency, balances workload, and lets clinicians focus more on what matters most – patient care. This also benefits staff and reduces turnover due to their own burnout and frustration.
The physical environment plays a critical role in supporting the delivery of effective health care. Workflow-focused design, such as dual screens, camera-ready rooms for virtual care, and standardized layouts, reduces the number of daily micro-interruptions, enabling fewer clicks and pivots, and more time focused on patients. It also presents an opportunity to design for accessibility, for patients and staff alike. Adjustable equipment, customizable EMR settings, and inclusive ergonomics support a range of abilities as needs evolve. By planning for this, clinics can create more efficient, adaptable, and equitable spaces for everyone.
For partners and vendors, a streamlined clinic creates an opportunity to co-design solutions that fit real workflows, including EMR-integrated inbox management, AI-enabled documentation, smart scheduling, and automated recalls aligned with provincial interoperability standards. These tools should integrate seamlessly with clinic routines, reduce workarounds, and support efficient operations across a range of facility types and care models. When they do, they can minimize stress for staff, improve patient care, and make it easier to adopt new technology.
None of this works without a solid technical foundation. Automation and improved workflows depend on reliable infrastructure, secure networks, and coordinated digital tools that run smoothly in the background.
In our next article, we'll look at the
supported pillar, which is how managed digital services, cybersecurity, and shared systems can provide the strong foundation that empowered, connected, and streamlined clinics need to thrive.