Leveraging Machine Learning and Robotic Process Automation to Identify and Convert Unstructured Colonoscopy Results Into Actionable Data: Proof-of-Concept Study

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Abstract Background With rising patient volumes and a focus on quality, our health system had the objective to create a more efficient way to ensure accurate documentation of colorectal cancer (CRC) screening intervals from inbound colonoscopy reports to ensure timely follow-up. We developed an integrated end-to-end workflow solution using machine learning (ML) and robotic process automation (RPA) to extract and update electronic health record (EHR) follow-up dates from unstructured data. Objective This study aimed to automate data extraction from external, free-text colonoscopy reports to identify and document recommended follow-up dates for CRC screening in structured EHR fields. Methods As proof of concept, we outline the process development, validity, and implementation of an approach that integrates available tools to automate data retrieval and entry within the EHR of a large academic health system. The health system uses Epic Systems as its EHR platform, and the ML model used was trained on health system patient colonoscopy reports. This proof-of-concept process study consisted of six stages: (1) identification of gaps in documenting recommendations for follow-up CRC screening from external colonoscopy reports, (2) defining process objectives, (3) identification of technologies, (4) creation of process architecture, (5) process validation, and (6) health system–wide implementation. A chart review was performed to validate process outcomes and estimate impact. Results We developed an automated process with 3 primary steps leveraging ML and RPA to create a fully orchestrated workflow to update CRC screening recall dates based on colonoscopy reports received from external sources. Process validity was assessed with 690 scanned colonoscopy reports. During process validation, the overall automated process achieved an accuracy of 80.7% (557/690, 95% CI 77.8%-83.7%) for correctly identifying the presence or absence of a valid follow-up date and a follow-up date false negative identification rate of 32.9% (130/395, 95% CI 29.4%-36.4%). From the organization-wide implementation to go-live until December 31, 2024, the system processed 16,563 external colonoscopy reports. Of these, 35.3% (5841/16,563) had a follow-up date meeting the relevant ML model threshold and thus were identified as ready for RPA processing. Conclusions Implementation of an automated workflow to extract and update CRC screening follow-up dates from colonoscopy reports is feasible and has the potential to improve accuracy in patient recall while reducing documentation burden. By standardizing data ingestion, extending this approach to various unstructured data types can address deficiencies in structured EHR documentation and solve for a lack of data integration and reporting for quality measures. Automated workflows leveraging ML and RPA offer practical solutions to overcome interoperability challenges and the use of unstructured data within health care systems.