The U.S. healthcare system has many administrative problems. According to the Council for Affordable Quality Healthcare (CAQH), healthcare providers spend a lot of money on tasks like insurance checks, submitting claims, and patient communication. Many of these tasks require making phone calls, which are often done by hand and repeated many times. Even with digital tools, old-style Interactive Voice Response (IVR) systems still cause delays and make both staff and patients frustrated.
Also, about 15% of Electronic Health Record (EHR) charts have mistakes because of typing errors. Errors in important disease areas like cancer diagnosis and treatment can cause costly problems and affect patient care. These mistakes and slow processes can lead to legal risks and break rules, costing the U.S. healthcare system around $6.5 billion each year.
Using AI agents in healthcare work can help reduce these problems by automating time-consuming jobs, making data more accurate, and improving communication among care teams.
Infinitus Systems is a leading healthcare AI company that works to make healthcare phone calls automatic. Their goal is to stop the slow process of making phone calls between providers, insurance companies, and patients. Infinitus was named one of the most innovative companies in 2025 by Fast Company because of this work.
The AI agents from Infinitus can do many tasks like checking insurance benefits, handling prior authorization steps, and finding out if a patient’s insurance uses copay accumulators or maximizers. These things affect how much money patients pay out of their own pockets, and they affect nearly half of all commercially insured people. This shows why clear and quick communication is important.
One important tool from Infinitus is FastTrack, an AI assistant launched in 2024. This tool helps call centers avoid old IVR systems, which are often slow and annoying. FastTrack cuts wait times a lot. It lets reimbursement workers and others spend more time on important tasks instead of going through long menu options. This AI tool helps healthcare groups handle more phone calls and help more patients without needing to hire lots more staff.
Infinitus also connected its AI agents with Salesforce Life Sciences Cloud and popular EHR systems using a SMART on FHIR app. This lets call center workers start AI-powered communications right inside their current healthcare systems. This improves how fast they work and how correct the data is in real time. This close connection between AI agents, insurance platforms, and EHRs is an important step toward making work faster and easier.
Medical office managers and IT workers in the United States can learn how AI automation changes everyday healthcare tasks. Here are some key areas where AI agents help:
Insurance Benefit Verification: Manually checking insurance benefits takes a lot of time and can have mistakes. AI agents can quickly ask payors, find coverage details, and check patient information without needing many calls. This lowers errors and speeds up the process so patients get care faster.
Prior Authorization Management: Getting prior authorizations often includes many steps that delay treatment and cause frustration for patients and staff. AI agents handle these steps by automatically talking with insurance systems, finding approval status, and alerting missing documents. When this is added to EHR systems, providers get quick information and can make faster medical decisions.
Handling Complex Insurance Plan Details: Around 50% of insured patients have plans with copay accumulators or maximizers. These change how insurance payments count toward the maximum cost a patient pays. AI agents can tell if these features apply and give correct financial info to care teams. This helps patients and providers avoid surprises and plan better.
Reducing Administrative Burden: Doctors and office workers spend too much time on phone calls and paperwork. Automating routine communication and adding AI agents into EHR systems can cut this work by up to half. For example, Cleveland AI uses ambient AI to record appointments and create medical notes, freeing doctors to focus on patients instead of paperwork.
Enhancing Data Accuracy: AI tools like Optical Character Recognition (OCR) and natural language processing (NLP) help gather data and lower mistakes from typing by hand. These automatic systems keep patient records accurate and consistent, which helps with medical decisions and meeting rules.
AI agents work well in healthcare when they connect easily with current systems. The SMART on FHIR (Fast Healthcare Interoperability Resources) app interface is a standard that lets AI tools start directly from EHR systems. This gives quick access to patient data and automates insurance tasks safely and with privacy.
Linking AI benefits verification and prior authorization within EHRs stops workers from switching between many systems. This saves time and helps keep work smooth. The connection also updates insurance and patient records in real time, cutting delays and improving care coordination.
Partnerships with companies like Salesforce let AI agents work inside customer relationship management (CRM) platforms. Using AI agents in Salesforce Life Sciences Cloud helps with insurance checks and prior authorizations while keeping data accurate. These partnerships make healthcare payment and admin teams stronger.
Workflow automation has become a big part of AI’s role in healthcare admin. AI platforms are made to not just handle single tasks but whole workflows from start to finish. This is helpful for busy practices with many patients, tricky insurance plans, and strict rules.
For example, AI systems like FlowForma let healthcare workers create automated workflows without needing programming skills. These workflows can make HR tasks, patient onboarding, agency spending requests, and safety checks digital. Hospitals and large practices using these tools say they save time, make fewer mistakes, and work more accurately.
Automated workflows help with scheduling appointments, digitizing patient records, and creating medical notes. During patient visits, ambient AI tools can capture talks and make notes automatically, cutting down time needed for paperwork. AI automation helps use resources better by guessing staff needs and managing bed space.
By lowering manual work, AI workflow tools give more time for patient care. Better admin work means less wait time, correct appointments, and higher quality clinical notes.
There is a strong financial reason to use AI agents in healthcare admin. The U.S. healthcare system loses billions every year because of admin problems, mistakes, and rule violations. Automating phone workflows and linking AI with EHRs can cut big costs.
Lower hold times, fewer repeated calls, and faster prior authorization speed up the money cycle. Faster insurance checks reduce claim denials and improve billing accuracy. AI tools help with compliance by keeping detailed audit trails and protecting privacy as required by HIPAA.
Large systems like Infinitus’ AI platform have handled over 100 million minutes of healthcare calls and helped hundreds of thousands of patients and providers. This shows the system is reliable and that healthcare organizations trust AI-powered communication.
Though AI agents have many benefits, connecting them to current healthcare systems can be hard. Old EHR platforms, many insurance systems, and different data rules make it complex. Successful use needs careful planning, testing, training, and ongoing support.
Staff need to learn how to work well with AI agents. Managing worries about job security or new ways of working may need a clear plan by leaders. Protecting data privacy, security, and following rules also matters when putting AI in clinical areas.
If these problems are handled well, the advantages are much greater than the difficulties. This leads to smoother operations and better patient experiences.
Medical office managers, owners, and IT workers in the U.S. can improve healthcare workflows by adding AI agents to Electronic Health Records and insurance systems. AI platforms lower admin work by automating phone calls, checking insurance benefits, managing prior authorizations, and improving record accuracy.
Using AI from companies like Infinitus Systems, which link AI with EHR and insurance workflows, helps reduce mistakes, speed patient care, and improve how offices run. Workflow automation tools support this by making routine tasks digital and letting staff spend more time with patients.
Because admin costs stay high and faster, more accurate processes are needed, AI integration is a practical way to fix long-standing problems in U.S. healthcare.
Infinitus Systems is a company providing the first AI platform specifically built to automate manual healthcare phone calls, recognized as one of Fast Company’s World’s Most Innovative Companies of 2025. It uses AI to streamline communication between patients, providers, and payors, enhancing healthcare accessibility and efficiency.
Infinitus AI agents bypass traditional Interactive Voice Response (IVR) systems, reducing hold times and call complexity by automating phone calls and allowing healthcare staff to handle administrative tasks efficiently, leading to time savings and scalability.
According to CAQH, the U.S. healthcare industry spends at least $82.7 billion annually on administrative tasks, including manual phone calls for data exchange between payors, providers, and patients, highlighting the need for automation like AI agents.
FastTrack is an enterprise-ready AI copilot introduced by Infinitus in 2024 that assists healthcare staff such as reimbursement specialists by bypassing tedious IVR systems and reducing hold times, enabling call centers to save time and serve more patients efficiently.
Infinitus AI agents can manage intricate calls, such as determining if a copay accumulator or maximizer applies to a patient’s health plan or therapy. This impacts out-of-pocket costs significantly and addresses insurance plan complexities affecting about half of commercial insurance holders.
Infinitus partnered with Salesforce to integrate AI agents into Salesforce Life Sciences Cloud for insurance benefit verification and prior authorizations, and developed a SMART on FHIR app to launch AI products directly from popular EHR systems, boosting workflow and accuracy.
By automating administrative phone calls and improving communication efficiency, AI agents facilitate timely access to care and information exchange, helping shift healthcare from reactive responses to proactive patient management and care coordination.
Over six years, Infinitus has processed more than 100 million minutes of phone calls, supporting hundreds of thousands of patients and providers, illustrating significant adoption and impact in healthcare communication automation.
AI agents reduce administrative burdens on healthcare staff by automating time-consuming phone calls and tasks, enabling staff to focus more on patient care while improving patient service through faster information retrieval and reduced waiting times.
Inefficiencies such as manual calls and IVR delays create barriers to care, increase costs, and slow service. AI agents help eliminate these, ensuring critical healthcare information moves seamlessly among patients, providers, and payors, improving overall system effectiveness.
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