Clinic workflow automation: the manual work an AI agent can take off your desk today
A checklist for office managers. For each process: who does it now, what an agent does instead, what still needs a person, and whether it runs today or we switch it on during setup.
Ask an office manager what fills the day and you won't hear "patient care". You'll hear the phones, the voicemails, chasing deposits, and retyping things into the EHR. None of it is hard. All of it is constant.
This checklist is for that person. It covers the manual work we see at almost every medspa, dermatology, hormone and wellness clinic. For each job it says plainly what an AI agent does and where your team stays in charge.
How to read the status column:
- Live: running for real patients today.
- On in setup: we switch it on with you when you start.
Each row names the role on our agent roster that owns the job, organized like the departments your clinic already runs.
The front desk
| Process | Who does it today | The agent, and what it does | What still needs a person | Status |
|---|---|---|---|---|
| Calls the desk can't get to (busy, lunch, after hours) | Voicemail | Receptionist (Gigi): answers, recognizes returning patients by number, answers approved questions | Anything clinical. Anyone who asks for a person is put through during open hours | Live |
| Booking a visit by phone | Desk | Receptionist (Gigi): offers real open times from your EHR, books, texts the confirmation and deposit link | Visits you've decided need a chart review first | Live |
| "When is my appointment?" | Desk looks it up | Receptionist (Gigi): reads it from the patient's record during the call | Nothing | Live |
| Voicemail and callbacks | Desk plays back, takes notes, calls back | Front Desk Coordinator: each request becomes an email to the desk within seconds: who, what, how to reach them | The callback, when a person is needed | Live |
| Quick hang-ups | Nobody | Receptionist (Gigi): calls back once within about two minutes during business hours; one text if nobody answers | Nothing | On in setup |
| Callers who didn't book | Desk, if they remember | New Patient Coordinator: one text after the call; follow-ups at 1, 3, 7 and 14 days for unresolved calls | Nothing | Text after the call: live. Follow-ups: on in setup |
| Texts and calls from the same patient | Scattered across phones | One thread per person, so the team sees the whole history in one place | Replies | Live |
The chart and the schedule
| Process | Who does it today | The agent, and what it does | What still needs a person | Status |
|---|---|---|---|---|
| Entering bookings into the EHR | Desk retypes | Receptionist (Gigi): bookings we take are written straight into your EHR; changes your desk makes are read back every hour through the working day | Matching your visit types and providers once, at setup | Live on athenahealth; other EHRs connected during setup |
| Cancel and reschedule requests | Desk, by phone | Front Desk Coordinator: straight into your EHR, or to the desk in writing: your call | Any change you'd rather a person make | Desk path live; EHR path on in setup |
| Refill requests | Desk takes a message; nurse follows up | Refill Coordinator: checks the medication against your list during the call. Listed ones go to the desk for approval, others to the pharmacy line, unclear ones to a person | Approval and prescribing | Live |
| Follow-up visits that need a chart review | Desk takes a message | Front Desk Coordinator: sends the request to the desk in writing instead of booking it | The provider's review and the booking | Live |
| Prior authorizations | Staff, on payer portals, fax and phone | Prior Authorization Specialist: builds the packet from the chart, fills the payer's form, checks status daily, tells the patient where it stands | The provider's clinical sign-off and every submission | On in setup (depends on your chart) |
| Problems after a treatment | Whoever picks up | Urgent alert to your team, 911 wording for severe signs, and an honest text to the patient once the alert has gone out | All clinical judgment | Live |
Payments and show-up
| Process | Who does it today | The agent, and what it does | What still needs a person | Status |
|---|---|---|---|---|
| Collecting deposits | Desk calls for a card | Deposit link in the booking confirmation, credited toward the visit | Refunds and exceptions | Live |
| Unpaid deposits and half-finished online bookings | Nobody | Nudges at 5 minutes, 24 hours and 48 hours with a link back | Nothing | On in setup |
| Confirmations | Desk | Appointment Coordinator: sent the moment a visit books | Nothing | Live |
| Reminders | Desk calls the day before | Appointment Coordinator: texts at 24 hours, 2 hours and 30 minutes; patients confirm or ask for a change | Nothing | On in setup |
| Filling a cancelled slot | Desk calls down a list | Waitlist Coordinator: offers the freed slot to up to three waitlisted patients | Nothing | On in setup |
| No-shows | Desk, when there's time | Patient Retention Coordinator: offers two new times; the deposit carries over for 14 days | Fee decisions | On in setup |
Bringing patients back
| Process | Who does it today | The agent, and what it does | What still needs a person | Status |
|---|---|---|---|---|
| Lapsed patients | A list nobody has time for | Recall Coordinator: finds patients behind their own usual schedule and ranks them; you preview exactly who would get a text before anything sends; daily cap | Approving the batch | On in setup |
| Treatment recall | Desk, from memory | Recall Coordinator: texts patients who are due, from each treatment's usual interval | Nothing | On in setup |
| Post-visit check-in | Rarely done | Patient Experience Coordinator: a short survey after the visit; low scores go straight to your team | Making it right | On in setup |
| "What did the phone bring in?" | Nobody knows | Shows which new patients booked through us, plus a weekly summary by text and email | Nothing | Ledger: live. Weekly summary: on in setup |
What stays with your team
- Clinical judgment of any kind: symptoms, doses, results, prescriptions.
- Approvals: refills, follow-ups that need a chart review, refunds, fees.
- Exceptions your rules don't cover. When an agent isn't sure, it hands the request to a person in writing.
- The rules themselves. You decide what's allowed, once, as yes-or-no answers.
Is a process ready for an agent?
Ask three questions:
- Does the request usually arrive the same way: a call, a text, a booking?
- Could you write the right outcome down as a rule you'd hand a new hire?
- Can the result be checked in a system, such as the EHR, the register or a delivered email?
Three yeses make it a good fit. A refill request passes all three: it comes in by phone, your medication list is the rule, and the desk email is the proof. "Should this patient try a different dose?" fails the second question, so it stays with your provider. If the judgment is the work itself, it stays with a person.
Start here
- Calls the desk can't get to, plus written desk requests. This is the biggest leak (about one call in five at our first clinic), and nothing changes for the calls your team still answers.
- Booking into your EHR, with the confirmation and deposit link. Once calls are answered, let the agent finish the job instead of taking a message.
- Refills, change requests and the urgent line, routed by your rules. This is where your yes-or-no table matters most.
- Deposit nudges, confirmations and reminders. Show-up work, once bookings are flowing.
- Waitlist and no-show rebooking. Keeps the schedule full without a call list.
- Recall and lapsed patients, last. These texts go to people who didn't contact you, so they wait until everything above runs smoothly and you've previewed exactly who would get a message.
The logic: start where requests already arrive and go unanswered, and reach out to patients only once the inbound side is clean.
Radarrr is HIPAA compliant, and we sign a BAA with every clinic. To hear an agent take a call, try Gigi at radarrr.io/clinic/try.
How we counted: "about one call in five" comes from the clinic's own phone exports, August 2026, counting only days visible from start to finish.