Case Study: Converting 3,000 Patients in 3 Weeks for an Oncology Network

Panel conversion is the highest-stakes project an oncology network can run. Every patient on the list has active treatment, pending results, or a scheduled appointment — and every week of delay risks a gap in care and a referral that never comes back. This is the account of one such conversion, executed for a 40+ center oncology network. Details are anonymized at the network's request. The situation: The network was consolidating patient access under a new operating model and needed its patient panels transitioned quickly — thousands of active oncology patients across dozens of sites, each requiring confirmation of status, outreach, and clean handoff into the new workflow. The internal estimate for a manual conversion stretched past a quarter. The board wanted it done in three weeks. The approach: 1. Full-population audit before any call. Every record was validated first, so outreach hours were spent on reachable, active patients. 2. Surge-capable calling pods. Dedicated agents worked the list in coordinated waves, with oncology-trained staff handling the sensitive conversations directly. 3. Daily capture reporting. Leadership saw conversion rate, reach rate, and exception counts every morning. 4. Multi-channel persistence. Calls, voicemails, and follow-ups sequenced until each patient's status was resolved or escalated. The result: 3,000 patients converted in 3 weeks; 92%+ capture rate — confirmed and documented across the full population; zero gap in treatment continuity reported during the transition window; network leadership redirected internal staff to clinical work instead of phone work for the entire period. (Note: These are historical program results, not a guarantee of future results.) What it proves: The bottleneck in panel conversion is never the patients — it's structured capacity. With a full-population audit, oncology-trained calling teams, and daily reporting, a conversion that internal staffing models project as a multi-month project completes in weeks, at a capture rate manual efforts rarely approach. The same model applies to new practice acquisitions, EHR migrations, and service-line consolidations. If your network is facing a transition, the timeline is negotiable — but only if capacity isn't. CDAS provides administrative and operational support only — it never provides clinical advice or makes clinical decisions; clinical questions route to clinical staff.

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