Pre-visit registration and post-visit follow-up are important parts of patient care. Collecting patient information before appointments helps clinics get ready, so patients don’t have to wait long and errors are fewer. After the visit, giving patients discharge instructions, lab results, and reminders helps them take better care of their health.
These tasks take a lot of time for staff. Many workers handle phone calls, check insurance, schedule appointments, and send messages by hand. In busy clinics, this can cause delays and unhappy patients.
Urgent care and outpatient clinics in the U.S. face extra challenges because patient numbers can change quickly. Many clinics use AI platforms like Experity’s to help with these tasks. Almost half of urgent care centers in the country do this, showing a big need for automated systems.
Modular AI platforms can be changed to fit what each clinic needs. They don’t force a one-size-fits-all method. Instead, these platforms are made in layers, so clinics can pick and use only the tools they want. These might include pre-visit registration, appointment reminders, insurance checks, delivery of discharge papers, or lab results messages.
Experity’s Care Agent is an example of this kind of platform. It started in 2025 and was made mainly for urgent care clinics. It works with 22 of the largest 25 urgent care groups in the U.S. The platform keeps the clinic’s look and feel while using AI to help with important front desk jobs.
Pre-visit registration means gathering patient information like name, insurance, and health history before they arrive. Experity Care Agent uses mobile messaging like SMS and Rich Communication Services (RCS) to handle “smart registration.” This lets patients fill out forms easily on their phones or devices without needing to call.
This reduces waiting on the visit day and helps clinics check insurance and get authorizations early. By automating some registration steps and collecting data securely beforehand, appointments run more smoothly.
The messaging system follows HIPAA rules, so private health information stays safe. Clinics and IT managers can trust the technology keeps patient data secure without adding work for the staff.
After a patient’s urgent care visit, clinics must send important follow-up information. This includes discharge papers, lab results, medicine instructions, and follow-up reminders. Doing all this by hand can use up a lot of staff time, especially when many patients visit.
Care Agent helps by sending these documents digitally and using a secure web chat. AI makes sure patients get clear, personalized messages quickly. This helps patients follow care plans better and cuts down on extra calls.
Clinics using Care Agent have noticed they can see about 5.7 more patients each day. This is because patient communication and workflows improve, letting staff focus more on patient care instead of office work.
AI does more than send messages. It also automates tasks that take time. For managers and IT staff, this means better productivity and being able to serve patients well without hiring more workers.
One way AI helps is by checking insurance automatically. Experity plans to add AI Insurance Matching in late 2025. This will speed up insurance checks and reduce mistakes. Another upcoming tool is AI Scribe, which will help workers document visits, saving time and keeping records accurate.
Because these platforms are modular, clinics can pick which AI tools suit their needs best. This way, they can improve how they work, how patients engage, and how the clinic earns money.
Good AI platforms link well with other systems clinics use daily, like Electronic Medical Records (EMRs) and practice management software. Care Agent connects deeply with these systems, so staff don’t have to switch between different tools or enter information twice.
This connection helps provide real-time support and keeps patient records accurate. Clinic leaders and IT managers like that AI fits within their current setup, which lowers the chance of data errors or loss.
The integration also helps clinics follow the law by managing patient information safely across platforms.
Keeping the clinic’s own style while using AI is important. Some clinics worry that AI messages may feel cold or generic to patients. Modular AI platforms keep the clinic’s voice and way of communicating. This helps patients feel connected.
Adrian Agostini, CRO at Experity, said personalizing communication is key to keeping patients and helping them reach their health goals. By letting clinics customize messages, AI helps build trust and improve satisfaction. This is important to keep patients coming back and growing the practice.
Jonathan Moss, EVP of Growth and Operations at Experity, says clinics using Care Agent not only improve patient experience but also add about 5.7 more patient visits every day.
Clinics in the U.S. must follow HIPAA rules to protect patient data. Care Agent uses two ways to communicate: mobile messages for alerts and a secure web chat for clinical info. Both meet HIPAA standards.
IT managers find these features important when choosing AI platforms. Any solution must keep patient data safe during messaging, storage, and processing to avoid legal issues.
AI platforms continue to improve quickly. Experity plans to add AI Insurance Matching and AI Scribe by the end of 2025. These new tools will cut more administrative work by automating insurance checks and documentation.
Clinics using modular AI today will be ready to benefit from future upgrades that help run their work better and improve patient care. As healthcare focuses more on virtual visits, personalized medicine, and using data, AI will become even more important in managing clinics.
For clinic managers, owners, and IT staff in the U.S., modular AI platforms offer useful help with pre-visit registration and post-visit follow-up. Platforms like Experity’s Care Agent automate front desk tasks, improve patient communication, keep clinics following the law, and fit well with clinical systems.
Using these platforms can make clinics run better, reduce office work, and improve patient experiences. This means more patients come in and better health results happen. As AI gets better, clinics using modular, flexible tools made for their needs will be prepared for the changes in modern healthcare.
Experity Care Agent is the industry’s first clinical intelligence solution designed to put urgent care consumers in control of their healthcare. It utilizes AI, data, and analytics to facilitate the entire care journey while maintaining each clinic’s unique voice and brand identity.
It personalizes the patient experience by guiding individuals toward customized health outcomes via a dual-channel communication approach using mobile messaging for smart registration and secure web chat for substantive interactions, enhancing frictionless communication.
It features an intelligent skills architecture allowing modular capabilities for pre-visit preparation, real-time assistance, and post-visit follow-up. It maintains HIPAA compliance, integrates deeply with EMR and practice management systems, and offers a white-labeled brand experience.
Care Agent uses mobile messaging (SMS/RCS) for smart registration, streamlining pre-visit preparation by reducing friction in patient communication and gathering necessary information securely before the visit.
Clinics experience increased patient visits (5.7 additional visits/day on average), operational efficiencies, new revenue streams from diversified service offerings, and enhanced patient experiences, enabling providers to focus more on patient care.
Experity Care Agent uses a HIPAA-compliant dual-channel approach, employing mobile messaging for notifications and secure web chat for protected health information (PHI) communications, ensuring privacy and security across all interactions.
Core skills include digital discharge document delivery and lab results communication, with plans to add dynamic capabilities throughout 2025 and 2026 to further support the patient journey.
The platform’s modular architecture and marketplace model allow clinics to select and activate specific skills aligned with their operational needs and growth strategies, tailoring the patient engagement experience.
AI acts as a force multiplier for administrators, providers, and employees by automating routine tasks like insurance matching and clinical documentation, freeing staff to focus on direct patient care and enhancing operational productivity.
Experity plans to expand Care Agent into a full patient-centric platform, introducing new AI-driven skills such as AI Insurance Matching and AI Scribe, further evolving patient interaction, clinical integration, and operational efficiencies.
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