Example agent design
Referral and Fax Intake Agent for Practices
A referral and fax intake agent classifies inbound faxes and portal documents, matches each to the patient and the right worklist, and flags urgent items for staff, who confirm every match. This is a starting design. An AI Blueprint adapts it to your goals and the systems it will connect to.
- Owner
- The front-office or intake lead who owns the worklists
- Reads
- Inbound faxes and portal documents · Patient demographics and schedules from the practice management system · The practice's worklists and routing rules
- Never writes
- Clinical documentation or chart entries, and nothing sent to a patient, referrer, or payer. Uncertain patient matches go to staff.
- Typical cost
- Custom-scoped. Quoted after scoping. See the first engagement
The workflow
Referral and fax intake today and with the agent
Planning comparison only. Scope, timing, and outcomes vary by data, workflow, approvals, adoption, and implementation conditions.
- Inbound documents
- TodaySorted by hand from a shared queue.
- With the agentClassified by document type as they arrive.
- Patient match
- TodayLooked up one document at a time.
- With the agentMatched to the patient, with uncertain matches sent to staff.
- Routing
- TodayForwarded by email or left in the queue.
- With the agentPlaced on the right worklist with an owner.
- Urgent items
- TodayFound when someone reads them.
- With the agentFlagged for a named person.
How it runs
Five steps from inbox to worklist
An illustrative solution design, not a reported client result. Scoping maps it to the practice's own document types, worklists, and routing rules.
- 01
Receive the document
Reads inbound faxes and portal documents as they arrive.
- 02
Classify it
Classifies the document type, such as a referral, a payer letter, or a prior-authorization response.
- 03
Match the patient
Matches the document to the patient from practice management demographics, and sends uncertain matches to staff.
- 04
Route to the worklist
Places it on the right worklist with an owner, under the practice's routing rules.
- 05
Staff confirm and act
Staff confirm the match, file the document to the chart, and act on urgent items.
Staff review point
Systems
The systems it reads
- Fax and portal inbox
- Inbound faxes and portal documents, through the practice's fax service or Microsoft 365.
- Practice management
- Patient demographics and schedules from athenahealth, eClinicalWorks, NextGen, ModMed, Greenway, Dentrix, or Open Dental.
- Worklists
- The practice's worklists and routing rules.
Technologies ITECS evaluates and integrates; listing a product does not imply a formal partnership or a certified integration. Scoping confirms the systems and interfaces each practice runs.
Controls
Read-heavy and write-controlled by design
- Read-heavy
- Reads the systems listed above through access scoped to this workflow.
- Write-controlled
- Writes nothing listed under Never writes in the spec at the top of this page. Anything it drafts waits at the approval points below.
- Approval points
- Staff confirm each patient match and act on urgent items. The agent never files a document to a chart itself.
- Audit trail
- Each run keeps its inputs, sources, output, and the reviewer's decision.
In this design
- Uncertain patient matches go to staff, and the agent never files a document to a chart itself.
- It reads only enough of each document to classify and route it, under the minimum-necessary limits the practice sets.
- Every service that touches PHI sits inside the business associate agreement chain: the practice, ITECS, and each model or cloud subcontractor.
- Retrieval is limited to the minimum each task needs, with field-level access logs showing which records were used.
- Texas AI disclosure duties are part of the design, and counsel confirms the wording of the practice's notice.
- ITECS does not provide medical or legal advice through its agents, and no design promises an outcome. The agent prepares and flags; the practice's staff and clinicians decide.
Deployment fit
Where this design can run
- Hosted AI Agents
- Runs in a governed environment ITECS operates, only on services listed as eligible under a business associate agreement, connected to the fax and portal inbox and the practice management system through controlled integrations, with human review and an audit trail.
- Private AI Servers
- Runs on local models on a server inside your network, for protected health information in referrals and payer letters that should stay on it. Regulated builds are custom-scoped, and server hardware is quoted after a sizing call.
Typical first engagement
Custom-scoped for regulated work
Regulated work is custom-scoped on compliance-eligible platforms, with the compliance framework governing the architecture. Standard packages do not apply to these engagements.
- Scoping
- Starts from an AI Blueprint request. Strategist-led scoping maps the protected data, the agreements each service needs, and the compliance framework before any build.
- Platforms
- Only services the vendor lists as eligible under a business associate agreement.
- Price
- Quoted after scoping. The published packages and their prices do not apply.
- After launch
- Operating the agent after launch is scoped with the build.
Customize this design
Bring your goals and your systems through an AI Blueprint request. For regulated work the engagement is then custom-scoped and quoted, and the scoping decides the systems and the build, not this example.
FAQ
Referral & Fax Intake Agent FAQ
Does the agent file documents to the chart?
No. It classifies and routes each document to a worklist. Staff confirm the patient match and file the document to the chart.
What happens when it cannot match a patient?
The document goes to staff as an uncertain match. The agent does not guess.
Do we need a BAA with ITECS and with the AI vendor?
Yes. Any service that creates, receives, maintains, or transmits PHI for you is a business associate, including the model provider ITECS uses as a subcontractor; ITECS includes a BAA for healthcare clients and runs agents only on services the vendor lists as BAA-eligible.
Why is there no price on this page?
Work under HIPAA is custom-scoped, with the compliance framework governing the architecture, so the published packages and their prices do not apply. The engagement is quoted after scoping.
Is this medical or legal advice?
No. ITECS does not provide medical or legal advice through its agents. The agent is administrative: it compares documentation with published criteria and drafts or flags for review; clinicians and staff decide, and no design promises an outcome.
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