Case study · Healthcare
CareStar Healthcare case study: 200 hours a month saved with GoHighLevel
Client: CareStar Healthcare (Stockbridge, Georgia)
Services used: GoHighLevel automation, GoHighLevel setup
CareStar Healthcare, in Stockbridge, Georgia, was losing hundreds of hours to paperwork: documents, signatures and faxes spread across several tools. The team moved that work into a single HIPAA-compliant GoHighLevel setup connected to Documo for faxing. CareStar now saves about 200 work hours every month, and has cut staff time and software costs.
The starting point
CareStar’s documentation ran on DocuSign for signatures and manual paperwork for everything else. More than 20 staff members handled it, moving documents between tools and chasing them by hand, which added up to hundreds of hours a month. Patient applications had no central tracking, so staff followed up on each one manually, and patients had to call in to find out where their application stood.
What we built in GoHighLevel
- A HIPAA-compliant GoHighLevel environment for patient data and documents, set up on HighLevel’s HIPAA add-on with a signed Business Associate Agreement (BAA).
- Fax automation: GoHighLevel connected to Documo (the fax provider, which also signs a BAA), so faxes are sent and received without manual steps. Zapier passes only record IDs and triggers between the two; no patient details or documents go through it, because Zapier isn’t HIPAA compliant.
- A complete document-handling system with e-signing inside GoHighLevel, replacing DocuSign.
- Automated employee notifications when a document or application needs action.
- A pipeline that tracks each patient’s application status.
- Automatic patient updates whenever their application status changes.
Results
- About 200 work hours saved every month, measured on the live system.
- Lower software costs: DocuSign was replaced by e-signing inside GoHighLevel.
- Less staff time on paperwork across a team of 20+.
- Patients are kept updated automatically, without staff having to call them.
For the full setup checklist behind builds like this one, see the GoHighLevel HIPAA compliance guide.
“200 work hours saved each month. The automation transformed how we handle patient documentation.”