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AI agent for medical coders

Anesthesia Time and Units Reconciliation Agent

Every anesthesia charge has matching times, correct units and an approved total.

Quality controlData cleanupHealthcare
See how it worksGet access
Anesthesia Time and Units Reconciliation Agent: what goes in, what the agent does and what you get

What it does

Anesthesia start and stop times, base units and modifiers often disagree between the anesthesia record, the procedure note and the billing line. The agent compares the three records, calculates time units and base units for the procedure, and flags mismatches. If times conflict, it sends a correction request to the anesthesia provider and recalculates when the answer comes back. It then checks the total against the payer's rules and the expected range for the procedure. The coder approves the final charge. Edge case: a case that runs past midnight, where the date on the stop time may be wrong.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Anesthesia record closed 2 USES A TOOL Read the anesthesia record, procedure note andbilling line 3 DOES Compare start and stop times 4 CHECKS THE RESULT Do times agree within 5 minutes? If not: Send a correction request to the provider. Backto step 3. 5 DOES Calculate time units and base units 6 DOES Check modifiers and physical status 7 CHECKS THE RESULT Is the total in the expected range for thisprocedure? If not: Recheck codes and times and requestclarification. Back to step 5. 8 YOU APPROVE Coder approves the final charge 9 USES A TOOL Update the claim 10 RESULT Claim ready to bill
Read the steps as a list
  1. Anesthesia record closed
  2. Read the anesthesia record, procedure note and billing line
  3. Compare start and stop times
  4. Do times agree within 5 minutes?If not: Send a correction request to the provider. Back to step 3.
  5. Calculate time units and base units
  6. Check modifiers and physical status
  7. Is the total in the expected range for this procedure?If not: Recheck codes and times and request clarification. Back to step 5.
  8. Coder approves the final chargeThe agent waits here for your OK.
  9. Update the claim
  10. Claim ready to bill

How it decides

It uses the anesthesia record as the time source, calculates units with the payer's time rule and treats any gap above the tolerance as a conflict.

  • Allow a 5 minute difference between records
  • Use the payer's unit length (usually 15 minutes)
  • Check date changes for cases past midnight
  • Flag totals more than 30% above the expected range

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Time tolerance (default 5 minutes)
  • Unit length by payer
  • Procedures and base units
  • Range check percentage

What keeps you in control

It always asks you first

  • Coder approves the final charge

Hard limits

  • Never alter a medical record
  • Do not submit claims itself

It stops when

  • Done: units calculated and charge approved
  • Stop: records cannot be reconciled and the provider must review

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAn anesthesia record shows 08:12 to 10:41, while the billing line shows 09:12 to 10:41. The check fails because the difference is 60 minutes. The agent asks the provider, who confirms 08:12. The agent recalculates 10 time units plus 5 base units, 15 in total. The second check passes and the coder approves.

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