Healthcare AI

    Revolutionizing Patient Onboarding with Agentic AI

    A renowned U.S. surgeon & stem cell therapy pioneer in Beverly Hills needed to modernize operations with AI while staying HIPAA compliant.

    $25M+ Annual Revenue
    Regenerative Medicine
    Stem Cell AI Platform
    73%
    Faster Onboarding
    89%
    Better Follow-ups
    9.4/10
    CSAT Score
    100%
    Digitized Research Data

    The Challenge

    The client ran a high-volume stem cell preservation and therapy practice with patients across the U.S. They faced multiple operational challenges:

    Patient Onboarding

    Forms were paper-based or PDF-heavy; staff spent 20+ minutes per intake

    EMR Integration

    Inconsistent EMR data across labs, imaging, and treatment platforms

    Follow-ups

    Post-treatment follow-up was manual, resulting in low adherence

    Research Data

    Gathering longitudinal patient data for clinical studies was fragmented

    HIPAA Compliance

    AI adoption was slow due to strict data compliance needs

    AI-Powered Agentic Workflow System

    1AI Patient Intake Agent

    Conversational AI that handled medical history, consent, and treatment expectations

    • Integrated with AthenaHealth & HubSpot
    • Automated form processing
    • Real-time validation

    2AI Research Companion

    Automatically extracted, anonymized, and structured data from treatment records for clinical trials

    • Built using LangChain agents
    • PDF parsers + vector databases (Weaviate)
    • 100% digitized research-grade data

    3Follow-up & Compliance Agent

    Scheduled automated check-ins with patients

    • Sentiment analysis
    • Context tracking
    • Triage for human intervention

    4AI Knowledge Assistant

    Enabled clinic staff to query past cases and retrieve protocols using natural language

    • Internal use
    • Protocol summarization
    • Patient journey queries

    Performance Metrics

    Onboarding Time Reduction

    BeforeAfter06121824

    Patient Satisfaction Score

    Follow-up Response Rate Over 6 Months

    Month 1Month 2Month 3Month 4Month 5Month 60255075100
    • Response Rate %

    AI Architecture & Workflows

    Visual representation of our intelligent agent systems and data processing pipelines

    AI Agent Workflow

    AI Agent Workflow

    Multi-agent orchestration with LangChain for patient onboarding and follow-ups

    RAG Architecture

    RAG Architecture

    Vector database integration with Weaviate for knowledge retrieval

    ML Pipeline

    ML Pipeline

    Automated data extraction and research-grade output generation

    Technology Stack

    AI Layer

    GPT-4, LangChain, Custom Planner Modules

    Data Privacy

    On-prem deployment, encrypted S3, RBAC

    Integrations

    AthenaHealth API, Twilio, HubSpot, Weaviate

    Deployment

    Docker on AWS (HIPAA-compliant)

    NLP Functions

    NER, document summarization, prompt chaining

    Business Outcomes

    After just 6 months, the results were transformative:

    Onboarding Time

    Before:22 minutes
    After:6 minutes
    73% faster

    Follow-up Response

    Before:38%
    After:84%
    120% increase

    CSAT Score

    Before:7.2/10
    After:9.4/10
    +2.2 points

    Research Data

    Before:Manual, scattered
    After:100% digitized
    Structured

    Compliance & Ethics

    Our AI deployment adhered to the highest standards:

    • HIPAA (Health Insurance Portability and Accountability Act)
    • 21 CFR Part 11 (Electronic records and signatures)
    • De-identification protocols for AI model training
    • All agents were explainable and auditable for ethical use