Healthcare AI Agent — Automating Patient Workflows

The Problem

The client's administrative team was spending a significant portion of each day on repetitive tasks: processing new patient intake forms, coordinating referrals between departments, and manually confirming and rescheduling appointments. These tasks were time-consuming, error-prone, and kept clinical staff from focusing on patient care.

Referral coordination was a particular bottleneck. Forms arrived by email and fax, were manually entered into the practice management system, then assigned to coordinators who tracked status through a shared spreadsheet. Delays in this process were impacting both patient outcomes and staff satisfaction.

Our Solution

We built a multi-capability AI agent that connected directly to the client's practice management system, email, and appointment scheduling platform. The agent handled three core workflows:

• Intake processing:The agent reads incoming intake forms, extracts and validates patient data, creates or updates the patient record, and assigns the case to the appropriate clinical team.
• Referral coordination:Referrals are captured, classified by urgency and specialty, routed to the right department, and tracked through to confirmation — with automated status updates sent to referring providers.
• Appointment management:The agent handles confirmation messages, processes rescheduling requests, updates the calendar, and sends reminders — reducing no-shows and eliminating manual confirmation calls.