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AI agents for medical clinics

Your providers see patients. Everyone else fights the schedule.

Confirmation calls down tomorrow's list before every clinic day. Eligibility checked one payer portal at a time. Paper intake retyped into the EHR while three lines ring. Your providers are with patients. Everyone else is losing the morning to admin nobody chose to keep doing by hand. We install AI agents that take that grind inside the systems your clinic already runs, with your staff approving every output and every clinical decision staying with licensed humans.

The manual reality

7:30 a.m. at the front desk, before a single patient walks in

Someone is calling down tomorrow's schedule to confirm appointments, leaving voicemails that will never get returned. Someone else is logged into Availity checking eligibility for today's patients, one member ID at a time, because two payers changed plans on January 1 and nobody told the clinic.

A patient hands back the clipboard. A medical assistant retypes the same demographics, medications, and history into the EHR that the patient just wrote out by hand thirty seconds ago. The fax machine has been printing since 7: referral letters, lab results, records requests, all of it waiting for a human to figure out which chart it belongs to.

And the recall list sits in a report nobody has time to run, let alone work. Every patient overdue for a wellness visit, an A1C recheck, a follow-up a provider ordered six months ago and the software forgot. None of this is hard. It is just endless, and it eats the exact people you need answering the phone.

  • Demographics entered twice: once by the patient, once by your MA
  • Eligibility checked portal by portal, morning after morning
  • Faxes matched to charts by hand, one patient name at a time
  • Recall reports that get generated quarterly and worked never
agentclaw · workflow run

What agents do here

Six places a clinic loses its day

Every agent below prepares, drafts, and routes the administrative work. Your staff approves before anything reaches a patient or a chart. Nothing clinical is ever decided by an agent, and we mean nothing.

Reminders

Appointment reminders that handle the replies

The agent runs your reminder sequence off the schedule in your practice management system, reads what patients text back, and acts on it. Confirmations get logged. Reschedule requests get drafted into open slots for front desk approval. The patients who go quiet land on one short call list. So your staff calls the handful who ghosted instead of dialing the entire schedule every afternoon.

Intake

Intake forms that arrive chart-ready

Patients fill out intake before the visit, by link or on a tablet in the lobby. The agent pulls demographics, insurance details, medications, and history into a structured summary, matches it against the existing chart, and flags what changed since last visit. Your MA verifies and accepts. Nobody retypes a clipboard while the waiting room backs up.

Insurance

Eligibility prep before the day starts

Each evening the agent pulls tomorrow's schedule, matches every patient to the payer and member ID on file, runs the checks your clearinghouse supports, and builds one exception list: expired coverage, missing member IDs, plan changes, visits that will likely need prior auth. Your front desk starts the morning working four exceptions instead of grinding through the whole schedule one lookup at a time.

Recalls

Recall lists that actually get worked

Working from recall rules your providers set (annual wellness visits, diabetic follow-ups, well-child schedules), the agent keeps the overdue list current and drafts outreach in batches for staff approval. Patients you already have stop quietly lapsing to the clinic down the road, because the list no longer surfaces once a quarter right before an audit.

Faxes

The fax pile, sorted and matched

Referral letters, lab results, records requests, and prior auth responses come in all day, on a machine invented before most of your patients were born. The agent reads each one, identifies the document type, extracts the patient name and date of birth, and drafts the routing: which chart, which task queue, which staff member. A person confirms every chart match before anything is filed. Nothing clinical gets actioned, only filed and flagged.

Messages

Portal messages and voicemails, triaged

The agent sorts incoming portal messages and voicemail transcripts. Scheduling requests go to the front desk with a drafted reply. Billing questions go to billing. Refill requests drop into the refill queue for clinical review. Anything touching symptoms, medications, or results gets flagged and routed straight to a nurse with no drafted response attached. The agent does not play doctor, ever.

How it works

From audit to agents behind the front desk

  1. 01

    Audit the admin week

    We sit with your front desk lead, a medical assistant, and your biller and map where the hours actually go: how a new patient gets entered, how eligibility gets checked, what happens to a fax once it hits the tray. You get a written plan ranking the two or three workflows worth automating first, and a data-flow map for whoever owns compliance. The audit is free, and it is yours to keep whether you hire us or not.

  2. 02

    Install inside your stack

    We build the agents around the systems you already run (athenahealth, eClinicalWorks, Tebra, NextGen, your clearinghouse, your phones), under your accounts and your permissions, with a business associate agreement signed before a single patient record moves. No rip-and-replace. Every agent ships with an approval step before anything reaches a patient or a chart.

  3. 03

    Run, tune, report

    AI drifts the second nobody owns it, so we operate the agents month to month. When a payer changes plans, your recall protocols shift, or a new provider joins, we adjust. Each month you see what got handled, what got escalated to staff, and where the exceptions came from. No mystery box.

What the AI-in-healthcare demos won't tell you

This is PHI. What actually happens to patient data?+

Here is the honest version, not the sales one. When an agent reads an intake form or a fax, that text gets processed by a model provider. For clinics, we only configure workflows where a business associate agreement is in place at every step of the chain and your data is never used to train models. Each agent is scoped to the minimum data it needs and runs under your clinic's own accounts and permissions. Nothing gets copied into some system we control. During the audit we map the exact data flow on paper so your compliance owner can approve it before anything gets built. If a workflow can't be done with a BAA at every step, we don't build it, and we tell you exactly why.

Will an agent ever answer a patient's medical question?+

No. This is a hard line, not a preference we might bend on a busy day. The agents we install in clinics do administrative work: scheduling, intake processing, eligibility prep, recall outreach, document routing. Any message that touches symptoms, medications, or results gets flagged and routed to a nurse or provider with no drafted reply attached. Outbound reminders and recall messages come from templates your clinicians already approved. Clinical judgment stays with licensed humans, permanently. Anyone selling you an AI that diagnoses over the portal is selling you a lawsuit.

Our EHR is locked down. Can you even integrate with it?+

Sometimes fully, sometimes partly, and we tell you which before you spend a dollar. Some systems, like athenahealth and Tebra, have workable APIs. Others are closed enough that deep integration isn't realistic, and no amount of enthusiasm changes that. But here is the useful truth: most of the work above doesn't need deep EHR write access. Reminder handling, eligibility prep, fax triage, and recall outreach can run right alongside the EHR with your staff doing the final entry. The audit tells you what's feasible on your specific stack, and if the honest answer is "not much," you hear that too.

What does this cost, and is it cheaper than just hiring another front desk person?+

Engagements start at $5,000 per month. That covers building the agents and running them: monitoring, fixes, and tuning as payers, protocols, and providers change. Whether the math works depends on what your team currently burns on confirmations, intake entry, and eligibility checks, which is exactly what the free audit measures. The difference from hiring is that another front desk hire caps out at forty hours and quits in eighteen months, while the agent works every schedule, every night, and doesn't call in sick. If the numbers don't justify it, we tell you, and our free resources are yours either way.

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Find out where your clinic's hours actually go

The free AI opportunity audit maps your front desk, intake, and billing workflows and shows you which ones an agent should own. Same team. Double the output.

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We take on companies ready to invest $5,000+/month in doing this properly.