How to Reduce Query Burden on Physicians in 2025: Practical Strategies for Better Clinical Documentation

HITEKS Solutions Inc.

Physician Query Fatigue Is Real—And It’s Costing More Than Time

Physicians spend 20% of their day on documentation—and retrospective queries only add to the workload. Imagine a scenario where documentation is complete the first time, eliminating the need for time-consuming follow-ups.

The reality? Most queries arise because documentation gaps aren't addressed during the patient encounter. Without proactive CDI tools, providers must sift through old records, interrupting clinical focus and delaying revenue capture.

The Query Conundrum: Why Physicians Feel Overwhelmed

The challenge starts with retrospective queries. These after-the-fact requests to clarify documentation often feel like extra work with no immediate clinical benefit. Physicians are left to dig through old records, disrupting their focus on current patients.

Quick Stats:

• 35-50% of retrospective queries can be avoided with real-time CDI.
• Physicians spend up to 10 minutes per query—time that could be used for patient care.
• Payer denials increase when documentation lacks specificity at the point of care.

It's time to rethink traditional query processes and move toward proactive, real-time documentation support. Let’s explore actionable ways to reduce query burden on physicians, diving into strategies that improve workflows and foster collaboration between CDI specialists and care providers.

The Solution: Real-Time, AI-Powered CDI

What if queries were resolved before a provider signed their note?

With AI-driven Clinical Documentation Integrity (CDI) automation, documentation clarifications happen within the provider’s natural workflow—before the note is finalized.

How It Works:

• Embedded in Epic: No extra screens, no workflow disruptions.
• Real-time CDI prompts: Suggestions appear while physicians document, ensuring accuracy upfront.
• Queryless CDI™: Eliminates unnecessary queries by embedding guidance directly into the note-writing process.

The result? Fewer interruptions, higher accuracy, and more efficient CDI workflows.

Smarter CDI Workflows: Aligning Physicians and CDI Specialists

Traditional CDI workflows often create friction between physicians and CDI teams. Why? Because redundant or low-value queries take up valuable time.

How modern CDI tools improve collaboration:

• Reducing redundant queries: AI filters out unnecessary prompts, ensuring only clinically relevant clarifications reach providers.
• Faster, clearer communication: CDI teams can prevalidate documentation with AI-powered insights before queries are sent.
• Prioritizing high-value queries: Physicians focus on documentation improvements that directly impact quality scores and revenue integrity.

With the right tools, CDI shifts from an administrative burden to a proactive support system.

Leverage Technology to Reduce Administrative Load

The key to reducing query burden isn’t just eliminating queries—it’s getting documentation right the first time.

Essential technology for reducing physician queries:

• Natural Language Processing (NLP): Identifies documentation gaps in real time.
• Diagnosis-Aware Notes (DAN): Automates problem list synchronization with provider notes.
• AI-Powered Queryless CDI™: Delivers real-time documentation support without additional queries.

Example: A patient with chronic heart failure is admitted with a principle diagnosis of pneumonia. Instead of waiting for the doctor to identify the most recent ejection fraction (EF%) for a retrospective CDI query, the system automatically finds the EF, categorizes it above or below 40% (or matches it to a hospital's clinical policy), and suggests documentation refinements consistent ICD coding requirements while the physician writes their note. No extra steps, no additional workload.

Reducing Query Burden Is About More Than Just Technology—It’s a Culture Shift

While AI-driven CDI automation is a game-changer, organizations must also cultivate a culture that values efficiency and physician well-being.

Best practices for long-term success:

• Prioritize physician time: Reduce unnecessary tasks to allow more focus on patient care.
• Offer ongoing CDI training: Ensure physicians and CDI teams maximize new technology.
• Create feedback loops: Regularly assess how documentation support tools are working in real-world clinical settings.

The goal isn’t just to reduce query burden—it’s to build a system where documentation is accurate, efficient, and stress-free.

Final Thoughts: Smarter CDI Means Better Patient Care

Reducing query burden isn’t just a nice-to-have—it’s a necessary step toward improving physician efficiency, documentation accuracy, and revenue integrity.

• Less administrative work = More time for patient care.
• Smarter workflows = Fewer denials and stronger financial outcomes.
• Integrated, real-time support = Documentation done right the first time.

Ready to reduce query burden at your hospital? Let’s talk about how HITEKS' Queryless CDI™ and CAPD360 can transform your CDI workflows.

Get in touch today!