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Keystone Systems

Healthcare practices

Practices run on front-desk effort. We automate the intake, scheduling and paperwork around patient care, and keep the IT underneath it secure and recoverable.

Interactive exampleHealthcare practices
Show the workflow

Patient intake to first visit · Trigger: A patient books an appointment

Current state

  1. 01Manual

    Front desk calls to confirm details

    Front desk · Phone

  2. 02Manual

    Patient fills out paper forms on arrival

    Patient · Clipboard

  3. 03Manual

    Staff re-type forms into the practice system

    Front desk · Practice system

  4. 04Manual

    Insurance checked by phone or portal

    Billing · Payer portals

  5. 05Manual

    Reminder calls the day before

    Front desk · Phone

Steps
5before, then after:5
Manual touches
5before, then after:0
Hand-offs
4before, then after:2
Systems touched
4before, then after:4

Showing the current state. Counts come from this illustrative workflow, not measured client results. Legend: dashed = manual, orange = automated, solid dark = human review.

Use cases

Where we'd look first.

14 automation use cases that commonly apply to healthcare practices.

Filter these in the explorer

  • Ticket triage & routing

    Classify tickets by type, urgency and affected system, route them to the right queue, draft a first response and flag duplicates and outages.

    Service deskServiceNowAI agents

  • Employee onboarding & offboarding

    One HR event provisions accounts, groups, licenses and devices, and reverses all of it on exit so access is removed on day one.

    Directory & SSOService desk

  • Device imaging & zero-touch provisioning

    Scripted, standardized images and enrollment, so a new device goes from box to ready without an afternoon of clicking.

    Directory & SSO

  • Disaster-recovery playbooks & tests

    Written, rehearsed recovery runbooks with automated backup verification, so recovery is a procedure rather than a scramble.

    AWS / Azure / GCP

  • Access reviews & certification

    Entitlements pulled from every system, reviewed by managers through one link, revoked automatically, with evidence kept for audit.

    Directory & SSOCustom app

  • Test data management & masking

    Realistic, masked copies of production data for developers and vendors, so real customer or member data never leaves production.

    AWS / Azure / GCP

  • Customer & member onboarding

    Collect, verify and route application documents with automated checks and a clear audit trail.

    Custom appCRM

  • AI agent for email & support

    An agent that reads the inbox, answers routine questions from your own data, drafts the rest and escalates anything unusual.

    AI agentsEmail & inboxService desk

  • Order & status communications

    Order updates, back-in-stock notices, appointment reminders and status pages driven by live data.

    E-commerce platformEmail & inbox

  • Document & request intake

    Agents that read forms, PDFs and emails, extract the fields and file them to the right record.

    AI agentsEmail & inbox

  • Intake, scheduling & reminders

    Online intake that fills the system of record, plus confirmations, reminders and waitlist fills.

    Custom appEmail & inbox

  • Training & end-user education platform

    A custom portal that onboards staff or end users and tracks completion.

    Custom app

  • Reporting dashboards

    Dashboards fed directly from your systems for throughput, margin, pipeline or program metrics, with no spreadsheet assembly.

    SpreadsheetsERPCRM

  • Review monitoring & summaries

    Reviews and feedback collected, summarized by an agent and routed to the right team.

    AI agents

Relevant experience

We've worked inside this industry.

  • CwynSenior Manager of Systems Administration at American Specialty Health (2017–18). ITIL practices, DR playbook and recovery tests.
Next industryRV & automotive manufacturing

Let's map your workflows.

A short call about how your business runs. We'll tell you honestly where automation would pay off first, and where it wouldn't.

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