AI agents for medical clinics

Your providers see patients. Everyone else fights the schedule.

Confirmation calls before every clinic day. Eligibility checked one payer portal at a time. Paper intake retyped into the EHR while the phone rings. We install AI agents that handle the administrative grind inside the systems your clinic already runs, with your staff approving every output and every clinical decision staying with licensed humans.

Book a free AI opportunity audit

The manual reality

7:30 a.m. at the front desk, before the first patient

Someone is calling down tomorrow's schedule to confirm appointments, leaving voicemails that won't be 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 you.

A patient hands back the clipboard. A medical assistant retypes the same demographics, medications, and history into the EHR that the patient just wrote by hand. The fax machine has been printing since 7: referral letters, lab results, records requests, all waiting for someone to figure out which chart they belong 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 your provider ordered six months ago.

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

$ claw run invoice-intake

→ 47 documents queued

→ extracted · matched · posted

✓ done in 3m 12s · 0 exceptions escalated

What agents do here

Six places a clinic loses its day

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

Reminders

Appointment reminders that handle the replies

The agent runs your reminder sequence from the schedule in your practice management system, reads the replies, and acts on them: confirmations get logged, reschedule requests get drafted into open slots for front desk approval, and patients who never respond land on a short call list. Your staff calls the handful who went quiet instead of the entire schedule.

Intake

Intake forms that arrive chart-ready

Patients complete intake before the visit, by link or at a tablet. The agent extracts demographics, insurance details, medications, and history into a structured summary matched against the existing chart, flagging what changed since last visit. Your MA verifies and accepts instead of retyping a clipboard while the lobby fills 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 an exception list: expired coverage, missing member IDs, plan changes, visits likely to need prior auth attention. Your front desk starts the day working exceptions instead of running 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 your clinic already has stop quietly lapsing because the report only gets run before an audit.

Faxes

The fax pile, sorted and matched

Referral letters, lab results, records requests, and prior auth responses come in all day. 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 to the front desk with a drafted reply, billing questions to billing, refill requests into the refill queue for clinical review. Anything touching symptoms, medications, or results is flagged and routed straight to a nurse with no drafted response. The agent never plays clinician.

How it works

From audit to agents behind the front desk

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. 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.
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 permissions, with a business associate agreement in place before any patient data moves. Every agent ships with an approval step before anything reaches a patient or a chart.
03
Run, tune, report
We operate the agents month to month. When a payer changes plans, your recall protocols get updated, 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.

Straight answers

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

Here's the honest version. When an agent reads an intake form or a fax, that text is 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 not 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 is copied into a system we control. During the audit we map the exact data flow on paper so your compliance owner can approve it before anything is built. If a workflow can't be done with a BAA at every step, we don't build it, and we tell you why.

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

No. This is a hard line, not a preference. 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 approved. Clinical judgment stays with licensed humans, permanently.

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

Sometimes fully, sometimes partly, and we'll tell you which before you spend anything. Some systems, like athenahealth and Tebra, have workable APIs. Others are closed enough that deep integration isn't realistic. The useful truth is that much of the work above doesn't need deep EHR write access: reminder handling, eligibility prep, fax triage, and recall outreach can run 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'll hear that too.

What does this cost?+

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 spends on confirmations, intake entry, and eligibility checks, which is exactly what the free audit measures. If the numbers don't justify it, we tell you, and our free resources are yours either way.

Keep going

Scheduling automation

Reminders, confirmations, and reschedules handled without a phone marathon.

Data entry automation

Stop retyping intake forms and faxed documents into the EHR by hand.

Email triage automation

Portal messages and inboxes sorted, with clinical questions routed straight to a nurse.

Custom AI agents

How we build agents around your clinic's systems, protocols, and approval rules.

Find out where your clinic's hours go

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

Book your free audit

We take on companies ready to invest $5,000+/month. Not there yet? Our free resources are genuinely free.