MedAgent AISmart Medical Office
Implementation Guide

From Concept to Production in Weeks

A phased approach to deploying smart medical agents, starting with core functionality and progressively adding intelligence layers.

Phased Approach

Implementation Roadmap

Each phase builds on the previous, allowing you to see value quickly while progressively adding capabilities.

1
Core Foundation
Recommended Start
Essential inbound call handling with smart greeting and basic personalization
2-4 weeks

Deliverables

  • Caller recognition (ANI matching)
  • Business hours awareness
  • New vs returning patient detection
  • Basic intent routing
  • Appointment CRUD operations
  • Transfer to live agent

Requirements

  • EHR API access (read)
  • Telephony integration
  • Basic patient database

Target Metrics

Call containment40-50%
Scheduling accuracy95%+
Transfer rate<30%
2
Personalization Layer
Enhanced caller experience with name greeting, financial awareness, and preferences
3-5 weeks

Deliverables

  • Personalized name greeting
  • Financial context (balance, payment status)
  • Language preference routing
  • Call history awareness
  • Provider preference matching
  • Appointment prep reminders

Requirements

  • Billing system integration
  • Preference storage
  • Multi-language TTS/STT

Target Metrics

Call containment55-65%
Patient satisfaction4.2+ stars
First call resolution70%+
3
Intelligence Layer
ML-powered predictions, sentiment analysis, and proactive service
4-6 weeks

Deliverables

  • ML intent prediction
  • Churn risk scoring
  • Real-time sentiment analysis
  • No-show prediction
  • Proactive waitlist offers
  • Cross-channel awareness

Requirements

  • ML model training data
  • Real-time analytics pipeline
  • Historical call data

Target Metrics

Call containment70-80%
No-show reduction40%+
Churn prevention25%+
4
Outbound Excellence
Campaign management, multi-channel outreach, and optimal timing
4-6 weeks

Deliverables

  • Campaign management system
  • Attempt tracking & limits
  • Voicemail detection
  • Multi-channel sequencing
  • Optimal timing algorithms
  • Outcome tracking

Requirements

  • Outbound calling capability
  • SMS/Email integration
  • Campaign analytics

Target Metrics

Contact rate60%+
Conversion rate35%+
Appointment fill rate90%+
Technical Requirements

Integration Ecosystem

Our platform integrates with your existing healthcare technology stack.

EHR Systems

Supported Systems

EpicCernerAthenahealtheClinicalWorksAllscripts

Data Required

  • Patient demographics
  • Appointments
  • Providers
  • Insurance
Telephony

Supported Systems

TelnyxTwilioVonageRingCentralBandwidth

Data Required

  • Inbound routing
  • Outbound dialing
  • Call recording
  • Transfer
Billing

Supported Systems

WaystarAvailityChange HealthcarePractice Fusion

Data Required

  • Balances
  • Payment history
  • Insurance eligibility
Analytics

Supported Systems

Custom ML modelsPredictive analyticsBI dashboards

Data Required

  • Call logs
  • Outcomes
  • Patient behavior
Security & Compliance

HIPAA Compliance Built-In

Our platform is designed from the ground up for healthcare compliance. All required safeguards are included, not added as an afterthought.

HIPAA Business Associate Agreement (BAA)Required
End-to-end encryption for PHIRequired
Identity verification before PHI disclosureRequired
Audit logging for all data accessRequired
TCPA consent for outbound callsRequired
Call recording consent disclosureRequired
Data retention policiesRequired
Breach notification proceduresRequired
Employee training documentation
Regular security assessments
Security Architecture
Data Encryption

AES-256 encryption at rest, TLS 1.3 in transit. All PHI is encrypted before storage and decrypted only when needed.

Identity Verification

Multi-factor verification before PHI disclosure. Configurable verification methods including DOB, SSN4, account number.

Audit Logging

Complete audit trail of all data access. Immutable logs for compliance reporting and incident investigation.

Important Note

While our platform provides all necessary technical safeguards, customers are responsible for their own BAAs, policies, and employee training.

FAQ

Frequently Asked Questions

Ready to Get Started?

Contact our team to discuss your specific requirements and create a customized implementation plan for your practice.