Employee onboarding
Ready on day one
A new hire triggers account setup across your EMR, email, directory (such as Microsoft Entra or Google Workspace), scheduling, and HR systems, with permissions based on role and every step logged.
Home › Services › Agentic Operations
Technology · Agentic OperationsAI agents that work alongside your team.
Some operational work doesn’t need a person at every step. We build AI agents that connect to the systems your clinic already uses and handle routine, rules-based work, with Apollo XCM (AXCM) team members stepping in for exceptions and your staff approving anything sensitive.
What it is
Automation follows a script. An agent pursues a goal.
Most “AI” in healthcare is a chatbot that answers questions or a dashboard that displays data. An agent is different: it is built around an operational outcome, like an account provisioned or a deadline met, and it takes the steps needed to get there.
Traditional automation handles the happy path. Agents are designed for the exceptions, too, and when a situation calls for judgment, they bring in the right person with the context needed to decide quickly.
01
Perceives
Receives events from your systems, such as scheduling changes, new hires, emails, and form submissions.
02
Reasons
Decides what to do based on goals, rules, and current status, not a fixed if-then script.
03
Acts
Uses your tools to create accounts, send messages, file documents, and update records.
04
Escalates
Knows when a person is needed and notifies the right one with a recommended next step.
05
Improves
We review outcomes with you and tune the agent as your workflows change.
Why AXCM
Agents and people, working as one team.
Most AI vendors leave the exceptions to your already-busy staff. AXCM pairs every agent with our trained, bilingual team, so the work that needs a person still gets done.
Agents handle the repetitive work
Routine, rules-based tasks run on time, every time, without waiting for someone to remember.
Our team handles the exceptions
When an agent escalates, an AXCM team member can pick it up, following your protocols.
Your staff stays in control
Anything financial, clinical, or patient-facing waits for approval from your team.
What agents can do
Operational work that shouldn’t fall through the cracks.
Employee offboarding
Access removed, documented
A departure triggers access removal across every system, license reclamation, and equipment return flags, with a report showing exactly what was revoked and when.
Compliance tracking
Deadlines met before they become problems
Licenses, certifications, and required trainings are tracked with escalating reminders. Agents can also run recurring checks, such as OIG and SAM exclusion screening, and schedule policy and risk assessment reviews.
Referral and task follow-up
Nothing sits in a queue
Incoming work is checked for completeness, assigned with a due time, and followed up automatically, with escalation if it goes overdue.
Meetings and action items
Every meeting documented
Meeting summaries and action items are captured and posted to your team’s channels, so follow-through doesn’t depend on memory.
Monitoring and reporting
Visibility without the busywork
Agents watch the systems and data you care about and send regular reports or alerts when something changes.
Examples
What it looks like in practice.
Illustrative walkthroughs. Actual steps depend on your systems and workflows.
A new medical assistant starts Monday
Onboarding agent
- 8:01 AMHR marks the new hire as active.
- 8:02 AMThe agent detects the event and begins setup:
- Microsoft 365 email and Teams
- EMR account with role-based permissions
- Scheduling system access
- HIPAA training assigned
- 8:05 AMA welcome message with first-day instructions goes to the new hire.
- 8:06 AMThe manager is notified that setup is complete, and an audit log records every account and permission.
A CPR certification is about to expire
Compliance agent
- 90 days outThe agent logs the upcoming expiration.
- 60 days outThe team member is asked to renew and upload the new certificate.
- 30 days outA reminder goes out and the office manager is notified.
- 14 days outThe agent escalates to the compliance lead.
- Expiration dayIf still not renewed, the practice is alerted so it can decide next steps.
How we build
Built with guardrails.
Goal-first
Every agent is designed around an operational outcome, not a fixed sequence of steps.
Integrated with your tools
Agents connect to your existing systems through their APIs and webhooks. No new platform for your team to learn.
Human approval where it matters
Agents draft and people approve anything financial, clinical, or patient-facing.
Logged and secured
Every action is recorded, and every integration runs under our security program.
- 01
Discover
We map your workflows, systems, and pain points.
- 02
Design
We define triggers, rules, approvals, and escalation paths with you.
- 03
Build
We develop the agent, connect your systems, and test it.
- 04
Launch
The agent goes live with close support while your team adjusts.
- 05
Operate
We monitor, tune, and report on performance.
FAQ
Frequently asked questions.
Do agents replace my staff?
No. Agents take on repetitive, rules-based tasks so your team can focus on patients and on work that needs judgment. When a person is needed, the agent brings in your staff or an AXCM team member.
What systems can agents work with?
Agents connect to systems that offer integration access, such as Microsoft 365 and Entra, Google Workspace, Microsoft Teams, scheduling and HR platforms, and EMRs that support integrations. We confirm what’s possible with your specific systems during discovery.
What happens if an agent makes a mistake?
Sensitive actions require human approval before they happen, every action is logged, and agents escalate when something doesn’t match expected rules. If something needs correcting, the log shows exactly what happened.
How secure are agents?
Agents use accounts with only the permissions they need, every action is logged, and integrations are built under the same security program that meets Epic’s strict security requirements.
Can I see what an agent is doing?
Yes. You get activity logs and regular reporting on what each agent completed, what it escalated, and when.
Can we change how an agent works?
Yes. Workflows change, and agents should too. We adjust rules, approvals, and escalation paths as your needs evolve.
How is this different from Zapier or Power Automate?
Those tools run a fixed sequence of steps and stop when something unexpected happens. Agents are built to handle exceptions and escalate with context. Where a simple automation is the right fit, we’ll tell you.
How is it priced?
Each engagement is quoted based on the systems involved, the volume of work, and the level of ongoing support. Talk to our team for a quote.
Find the work that should run itself.
Tell us where operational tasks slip through the cracks, and we’ll map where an agent could help.