Automating Patient Intake for a Multi-Clinic Network

The Challenge

A 12-clinic healthcare network processed patient intake forms, insurance verification, and pre-appointment questionnaires manually. Each clinic required 2 dedicated staff members for intake, and new patient onboarding averaged 45 minutes — creating waiting-room backlogs and contributing to a 19% no-show rate as patients grew frustrated before they'd even been seen.

Proposed Solution

AiGiri would build a custom intake automation agent trained on the network's intake protocols, insurance verification workflows, and clinical questionnaire logic. The agent would handle document collection, insurance pre-verification, and appointment preparation autonomously, with staff reviewing exceptions rather than processing every case.

Proposed Approach

The system would be designed around exception-based review: the AI would process routine cases without staff involvement and escalate only those cases that require human judgment. Integration with the network's EHR system would mean patient data flows directly into clinical records without manual re-entry. SMS and email reminders would be triggered automatically 48 and 24 hours before appointments, personalised with the patient's name, provider, and preparation instructions.

Proposed Outcome

Average intake time is projected to drop from 45 minutes to under 10 minutes. Staff previously dedicated to intake processing would be redeployed to patient care roles. The no-show rate is expected to fall significantly within 90 days of deployment through personalised reminder workflows.