Mittleman Eye Center is a leading ophthalmology practice serving patients in West Palm Beach and Jupiter, Florida. Since 1970, the practice has built a reputation for advanced eye care, innovative technology, and high-quality patient service.

That commitment to modern care extended into operations as well. Mittleman Eye Center was already a paperless practice, with referrals, refill requests, records, clearances, and patient messages coming in electronically.

But digital did not mean automated.

The practice still needed significant manual work to review each incoming fax, understand what it was, decide where it belonged, send it to the right team, and make sure the team acted on it.

Challenge: Handling Incoming Paperwork

Before Carethink, much of the practice’s administrative workflow started in the email inbox.

That one inbox contained many different types of incoming faxed work: referrals, refill requests, records, clearances, billing documents, patient messages, and documents that needed to be uploaded into the EHR.

Each fax required a different next step. Most needed to be routed to the right department. Some needed to be filed into the patient chart in the Nextech EHR. Some needed to be uploaded into the AdvancedMD practice management system. Some were important but not urgent. Others needed faster attention.

Everything arrived mixed together in large volumes.

That meant staff had to spend a lot of time understanding what each fax was about before they could send it to the right team. And once faxes were routed to the right teams, those teams often had to re-read them, extract the necessary information, and complete the next step.

Over time, too much operational knowledge lived in staff memory: what mattered first, what could wait, where each document belonged, and who needed to handle it.

As the practice grew, that process became harder to scale.

After Carethink: Organized Workflows Across the Practice

Carethink helped Mittleman Eye Center move from a general email inbox to structured work queues.

Carethink classifies each incoming fax, extracts the key information, and routes it to the right workflow automatically. Referral faxes, refill requests, medical records, clearances, billing documents, and other paperwork no longer sit together in one inbox. Each fax is organized based on what it is and what needs to happen next.

This gives the team a cleaner way to manage work across the practice.

Referral workflows also became easier to prioritize. Staff can separate items that need patient outreach from items that only need to be filed, routed, or reviewed later.

Team handoffs became easier as well. Instead of forwarding PDFs to department email addresses, teams can work inside Carethink on faxes assigned to them. If someone is out, another team member can log in, see the relevant work, and continue the process.

Results: Less Manual Work, Faster Processing, More Visibility

Carethink reduced fax processing from about three minutes per fax to about 30 seconds. Staff can now start from organized queues instead of manually opening, reviewing, sorting, and forwarding every fax.

The practice also has better visibility into what came in, where it was routed, what still needs attention, and what has already been completed.

The result is faster routing, easier handoffs, fewer delays, and meaningful staff capacity saved.