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AI agent for psychologists

Visit Note Completion Agent

Every visit note is complete, signed and supports its billing within the deadline

AdministrationQuality controlComplianceHealthcareScience and research
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Visit Note Completion Agent: what goes in, what the agent does and what you get

What it does

A visit note must be signed and must contain the elements that support the billed service, such as time, medical necessity and the plan. Unsigned or thin notes hold up claims. Each day this agent checks every open and recently signed note. It compares each note with the required elements for its visit type and billing code, lists what is missing, and sends the clinician a short daily list sorted by age. After edits, it checks again. Notes that still fail stay on the list, and those past the set age go to the practice manager. It does not write clinical content, but it can lay out structure from what the clinician dictated. The clinician signs every note and releases held claims. Edge case: when billed time does not match the time in the note, the claim is held until one is fixed.

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
ApprovedYes, continueNo 1 STARTS WHEN Daily note sweep 2 USES A TOOL List unsigned and newly signed notes 3 DOES Check each note against required elements for itscode 4 DOES Send each clinician their list, oldest first 5 YOU APPROVE Clinician completes and signs notes 6 CHECKS THE RESULT Do the notes now pass all checks? If not: keep them on the list, escalate after the agelimit. Back to step 3. 7 RESULT Notes released to billing
Read the steps as a list
  1. Daily note sweep
  2. List unsigned and newly signed notes
  3. Check each note against required elements for its code
  4. Send each clinician their list, oldest first
  5. Clinician completes and signs notesThe agent waits here for your OK.
  6. Do the notes now pass all checks?If not: keep them on the list, escalate after the age limit. Back to step 3.
  7. Notes released to billing

How it decides

Each note is tested against the rule list for its code. Missing elements or unsigned notes go on the clinician's list, oldest first.

  • Notes over 3 days old go to the top
  • Time mismatches hold the claim
  • Notes over 7 days old are escalated

Make it yours

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

  • Age limits for escalation
  • Rule list per visit type
  • List delivery time
  • Who gets escalations

What keeps you in control

It always asks you first

  • Signing notes
  • Releasing held claims

Hard limits

  • The agent never signs or adds findings
  • No claim released while a mismatch is open

It stops when

  • Done: all notes pass
  • Stop: clinician on leave, route to manager

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 happensOn Monday the agent found 41 unsigned notes across 6 clinicians and 9 signed notes missing elements. Dr. Lane's 99214 visit lacked total time. The agent sent each clinician a list, oldest first. By Tuesday the recheck showed 3 notes still failing, including one where the added time did not support the code. It sent them back with the gap named. The clinicians fixed and signed them, and all 50 went to billing.

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