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AI agent for medical records clerks

Imaging Quality Backlog Agent

Make sure scanned records are readable and filed to the right chart.

Quality controlAdministrationDocument handlingOperationsHealthcare
See how it worksGet access
Imaging Quality Backlog Agent: what goes in, what the agent does and what you get

What it does

Scanned records can be blurry, rotated, or filed under the wrong patient, and no one finds out until the chart is needed. This agent samples scanned batches and checks readability, orientation and indexing against the source and the patient list. It requeues bad scans and tracks them to the fix. After rescanning, it checks the pages again, and pages that still fail are flagged for manual review. The supervisor approves the final batch check. Edge case: a page that matches a different patient's name is flagged as a possible misfile and held until someone confirms the right chart.

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 Scan batch is complete 2 USES A TOOL Sample pages from the batch 3 DOES Check readability and orientation 4 DOES Check indexing against the patient list 5 CHECKS THE RESULT Do all sampled pages pass? If not: Requeue failed pages for rescan and increase thesample. Back to step 2. 6 USES A TOOL Track the rescan queue 7 USES A TOOL Check the rescanned pages 8 CHECKS THE RESULT Do the rescanned pages pass? If not: Flag the pages for manual review by thesupervisor. Back to step 6. 9 YOU APPROVE Supervisor approves the batch check 10 RESULT Batch released with a quality report
Read the steps as a list
  1. Scan batch is complete
  2. Sample pages from the batch
  3. Check readability and orientation
  4. Check indexing against the patient list
  5. Do all sampled pages pass?If not: Requeue failed pages for rescan and increase the sample. Back to step 2.
  6. Track the rescan queue
  7. Check the rescanned pages
  8. Do the rescanned pages pass?If not: Flag the pages for manual review by the supervisor. Back to step 6.
  9. Supervisor approves the batch checkThe agent waits here for your OK.
  10. Batch released with a quality report

How it decides

It passes a page when it is readable, upright and indexed to the right patient, and sends the rest back to rescan.

  • Sample at least 5 percent of each batch
  • Fail pages below the readability score
  • Hold any page that could be a misfile
  • Increase the sample when more than 3 percent fail

Make it yours

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

  • Sample size (default 5 percent)
  • Readability pass mark
  • Failure rate that stops a batch
  • Rescan wait time

What keeps you in control

It always asks you first

  • Supervisor approves the final batch

Hard limits

  • Never delete a scan
  • Never release a batch with a held page

It stops when

  • Done: the batch passes
  • Stop: failure rate is too high and the supervisor stops the batch

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 happensIn a batch of 800 pages, the agent samples 40. Three are rotated and one carries a different patient's name. It requeues them and raises the sample. After rescanning, two pass and one is still faint, so it goes to manual review. The misfile is held until the clerk confirms. The supervisor approves.

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