In hospitals, administration takes up a lot of time from doctors, nurses and secretaries: sorting referrals, coordinating appointments, documenting services, answering payer queries. Agents can take over this work if they stay strictly in administration. They make no medical decisions.
Industry 04/103 example agentsAutonomy level L3–L4
Example agents
Three agents that take over work here
Examples from typical workflows, not client references. Which agents pay off for you is shown by assessing your own processes.
01
The referral and scheduling agent
Patient management · outpatient
Reads incoming referrals from fax, email and portal, assigns them to the right clinic, checks for missing reports, proposes appointments according to department rules, reminds patients and backfills cancelled slots from the waiting list.
Appointment proposals and reminders at L4; medical staff judge the urgency of a referral.
Systems
Hospital information systemSchedulingReferral portalSMS · email
Guardrails
No clinical prioritisation, access only to the referral's administrative data, patient communication labelled as AI.
Human in the loop
Physicians set the urgency; unclear referrals go to the secretariat with a summary.
What to measure
Time from referral to appointment · no-shows · calls to the secretariat
02
The coding agent
Clinical coding · documentation
Reads discharge letters and service documentation, proposes diagnosis and procedure codes for billing (LKF in Austria, DRG in Germany), backs every suggestion with the source passage and flags missing documentation before the billing deadline.
Autonomy level
L0
L1
L2
L3
L4
Start L3 · Assisted agents
The agent proposes, coding specialists decide every code.
Systems
Hospital information systemCoding softwareBillingDMS
Guardrails
Suggestions only with a source passage, no submission to payers, health data never leaves the tenant.
Human in the loop
Coding specialists and clinical controlling accept, reject or complete each suggestion; disagreements go into the golden set.
What to measure
Coding time per case · share of accepted suggestions · payer queries
03
The payer query agent
Billing · payer communication
Receives queries from health insurers and review services, compiles the requested documents from the record, tracks the deadlines and drafts the response for clinical controlling.
Autonomy level
L0
L1
L2
L3
L4
Start L3 · Assisted agents
Compilation and deadlines at L3; every response is sent only after approval.
Systems
Hospital information systemBillingDMSPayer portals
Guardrails
Only the documents requested, as little personal data as possible, nothing sent without approval.
Human in the loop
Clinical controlling reviews and signs every response.
What to measure
Queries answered on time · handling time · revenue retained in reviews
Framework
What to factor in for this industry
Health data: It is a special category under Art. 9 GDPR. Agents need strict roles, separate tenants and a log of every access.
Medical devices: Software with a medical purpose, such as diagnostic or therapy suggestions, can be a medical device under the MDR; according to the timeline, the AI Act obligations for such products apply from 2 August 2028. The examples here deliberately stay in administration.
Patient contact: Anyone communicating with an agent must be able to tell (Art. 50 AI Act).
Note, not legal advice: whether a specific use falls under these rules is for you and your legal counsel to decide. We provide the technical facts for it, from the agent profile to the audit trail.
