Multi-Agent Patient Intake System
HealthFlow operates 45 outpatient clinics where patient intake was the biggest operational bottleneck. Patients filled paper forms, staff manually entered data into the EHR, called insurers for eligibility verification, and coordinated scheduling — a process averaging 45 minutes per patient. Errors in data entry led to claim denials and delayed care.
What wasn't working.
Patient intake required 45 minutes of paperwork and manual data entry, creating bottlenecks and errors in clinical workflows.
What we built.
Built a multi-agent system — document parser, eligibility checker, and scheduling coordinator — that automates the entire intake pipeline.
What it delivered.
Administrative time reduced by 60%, patient wait times cut in half, and data accuracy improved to 99.5%.
From kickoff to production.
Document Intelligence Agent
Built an agent that extracts structured data from insurance cards, IDs, and medical forms using OCR and LLM parsing — handling handwriting, photos, and PDFs.
Eligibility Verification Agent
Created an autonomous agent that checks insurance eligibility across 40+ payers in real-time, handles prior authorization requirements, and flags coverage gaps.
Scheduling Coordinator Agent
Deployed an agent that optimizes appointment scheduling based on provider availability, patient preferences, insurance requirements, and clinical urgency.
Orchestration Layer
Built a supervisor agent that coordinates all three agents, handles edge cases, and escalates to human staff only when confidence drops below threshold.
The stack.
“ Our front desk staff went from data entry clerks to patient experience coordinators. The agents handle the busywork — our people handle the care.
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