VHC Health Slashes Fax Processing Time with AI Automation from Vyne Medical
Watch the full interview with Jess Czelusniak, Tim Hoskins, and John Lynn to hear how this tight collaboration is driving measurable results.
For VHC Health, a 537-bed hospital and Level 2 trauma center in Arlington, Virginia, fax overload had become a serious bottleneck in both administrative efficiency and clinical communication. Despite efforts to digitize, the reality was thousands of incoming faxes had to be manually processed and indexed, often across multiple disconnected systems.
“There was a 29-page tip sheet on how to get this information from this eFax folder into Epic, which is our EMR,” said Jess Czelusniak, Associate Vice President of Applications and CNIO at VHC Health.
Each fax could take 10–15 minutes to fully process. A single misstep, such as forgetting which patient a fax belonged to during a multi-system pause, meant lost time, rerouting, or delayed care.
“There’s a pause where when it would go from one system to another, they had to wait like three minutes… and remember to go into the next system and complete the task,” Czelusniak explained. “Those were the things that were falling behind. They would forget. ‘Wait, which patient was I on?’”
In some cases, patients received documents in their MyChart portal before their doctors had even seen them.
That all changed when VHC Health partnered with Vyne Medical to deploy automation and AI-powered document workflows through the Trace Platform.
“Our time spent on a single fax went from 10 to 15 minutes down to less than three minutes,” said Czelusniak. “And that’s probably even higher now that the teams are used to the system and know what they’re doing.”
The solution transformed not just how faxes were handled, but where they landed and how fast they reached the right hands.
“It pulls out the name and the date of birth, uses our system to match to see if we already have a patient in there, and will make that connection for the user, which is huge,” she added.
For Tim Hoskins, Vice President of Solutions Architecture at Vyne Medical, the shift wasn’t just about speed, it was about impact.
“When we implemented it in the surgery department… we realized the biggest struggle they had was prioritizing the surgeries,” Hoskins recalled. “Within ten minutes, we changed the automation to pull out that requested surgery date and then we sorted their work based on the surgeries they want to have tomorrow.”
“You’d think we changed the world for that whole team. They were like, ‘Oh my gosh, now we’re always working on the most important urgent surgery request.’”
And even notoriously difficult handwritten faxes are no longer a barrier.
“We were somewhere between like 82 and 85 percent recognition with the handwritten stuff, which is just phenomenal,” said Hoskins.
Today, with streamlined workflows, faster routing, and automated indexing, VHC Health is seeing the clinical and operational benefits ripple across departments.
“Getting those results to the doctors in a timely manner is invaluable. You cannot put a price on that,” said Czelusniak.
The journey isn’t over. Next up: enabling digital signatures on faxed forms, reducing clicks, expanding intelligent document automation to new departments, and exploring generative AI capabilities with Vyne Medical in 2026.
Interested in what Vyne Medical can do for your teams? Contact us to speak to one of our experts.