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Sep 28, 2026
Agentic automation & RPA in healthcare: use cases, benefits & challenges
RPA in healthcare involves using software solutions to automate repetitive tasks, like patient data
management, inquiry processing, or appointment scheduling. Together with agentic automation, RPA bots help
reduce healthcare specialists’ workload and enable them to focus on higher-value activities.
At Itransition, we implement both agentic and robotic process automation solutions to help healthcare providers decrease the load of labor-intensive tasks on personnel and facilitate end-to-end
care management, from patient onboarding to prescription issuance and follow-up communication.
Agentic automation & RPA in healthcare: market statistics
58%
of healthcare organizations use RPA and AI-powered automation
Scheme title: Agentic AI in healthcare market segmentation by end-users
Data source: Grand View Research
10 agentic automation & RPA use cases in healthcare
Modern automation solutions can be applied to a diverse set of tasks in healthcare, assisting with patient
data management, billing, staff administration, and regulatory compliance.
1
Appointment scheduling
Agents and bots help healthcare providers manage the visitor flow and optimize clinical time slot
utilization, executing the following repetitive and high-volume tasks related to patient scheduling:
Processing patient inquiries received via web portals, messengers, or email, extracting key
information, such as patient name, insurance ID, and symptoms, and requesting missing information from
patients or medical staff
Linking data provided by the patient to the information from electronic health records and a healthcare CRM system to check prior visit and interaction history
Synchronizing doctors’ calendars with the scheduling system to prevent double bookings
Searching for available appointment dates based on request urgency, doctor availability, clinic
location, and patient convenience, if the existing booking system’s functionality is limited
Setting, cancelling, or rescheduling appointments upon patient or doctor request
Notifying both the patient and the doctor about appointment changes and sending appointment reminders
via email or messengers
2
Patient onboarding
Streamlining and accelerating the patient onboarding process with RPA or agentic automation is one of the
ways healthcare institutions can reduce stress for patient registration specialists and increase patient
satisfaction. Robots and agents facilitate a smooth patient experience during onboarding, automating tasks
such as:
Collecting patient demographic, insurance, and medical data from digital forms, emails, or scanned
documents and entering it into EHR software
Verifying a patient’s insurance coverage, benefits, and eligibility
Sending welcome emails to patients with appointment confirmation details, as well as surveys to collect
patient feedback
3
Prior authorization
In some cases, healthcare providers are required to undergo a prior authorization process so that a
patient’s insurance provider covers certain prescribed medications or medical procedures, which can be
time-consuming, especially when done on a large scale. Agentic and robotic process automation solutions
allow healthcare organizations to minimize delays in treatment, while staying compliant with insurance
policies, by orchestrating the following tasks and workflows:
Extracting patient demographic data and medical history, CPT codes, and a health plan’s policy rules
from the EHR, billing, and policy management systems to help clinicians determine whether prior
authorization is required
Verifying data completeness and accuracy and inserting it into prior authorization request (PA) forms
Submitting PA requests with supporting documents to insurance providers
Tracking PA request approval status on a payer portal and sending follow-up messages to the insurance
company upon request
Notifying clinical staff about request approval, redirection, or denial
4
Post-discharge management
RPA robots and AI-powered agents perform the following repetitive post-discharge activities, helping
clinicians provide quality and timely care to patients leaving the hospital to prevent readmissions:
Extracting data from discharge summaries and follow-up appointment notes and entering it into the EHR system
Distributing healthcare providers’ instructions to relevant patients via email
By implementing RPA and AI-powered agents for telehealth and remote patient health monitoring, healthcare professionals can ensure timely interventions, enhancing patient care and reducing hospital
visits. Agentic automation and RPA solutions can be used to execute the following tasks:
Processing data on patients’ vitals, such as heartbeat, blood pressure, temperature, and blood glucose
level, from IoMT devices and updating medical records
Sending notifications to healthcare staff in case abnormal data readings are detected
Scheduling telehealth check-ups or follow-up consultations
Sending appointment reminders to doctors and patients
Aggregating and preparing the necessary patient information for clinicians during telehealth visits
Summarizing clinical notes and updating healthcare systems with this information
Distributing consultation summaries, treatment plans, and instructions to patients via email
6
Self-service patient check-in
Integrated into self-service kiosks to handle in-hospital check-in and data exchange with an EHR system
and patient registration software, RPA bots and agents driven by artificial intelligence can not only
reduce patient wait time but also ensure patient data accuracy and consistency, performing tasks such as:
Processing information provided by patients and transmitting it to patient registration software
Asking for additional information required by the hospital, such as consent to treatment, recent
travel history, and current medications
Comparing the extracted patient data with EHR details and data from a scheduling system to identify
the patient and update the EHR records with the newly submitted information
Matching patients with their corresponding treatment histories to provide a relevant doctor with the
needed information during the visit
Performing basic patient triage, categorizing patients by priority
7
Medical billing, payment & claims management
Healthcare providers handle numerous bills and payments on a daily basis, including those for doctor
visits, tests, medicines, and hospital stays. RPA bots and agentic automation solutions can be used to
streamline the settlement of health payments, expediting claims processing, minimizing billing errors and
disputes, and ensuring transparency across financial operations. Here is where agentic automation and RPA
can find their application in revenue cycle management:
Aggregating various data, such as disease codes, prescriptions, and clinical and payment information,
from medical records and inputting it into billing software
Processing and classifying incoming billing documents and routing them to the medical billing
department
Flagging missing, conflicting, or non-compliant patient, treatment, and payment information derived
from EHR and billing systems for review to minimize claim denials
Generating and forwarding invoices and bills to patients or insurance providers
Tracking payment statuses and sending reminders to patients and insurance providers if there is a
delay or issue in payment
Routing claims rejected by payors to billing teams for review and adjustment
8
Asset & supply chain management
Hospitals can employ agentic automation and RPA software to help staff find medical devices necessary for
their procedures, check inventory levels of medical supplies, and monitor equipment conditions.
Additionally, such process automation solutions help track the shipment of medical products and locate
organs intended for transplantation, preventing disruptions and delays in treatment delivery and
facilitating the following activities:
Processing employee asset requests submitted via a corporate web portal and extracting data from
healthcare asset management software to check the availability of the asset
Processing data from RFID systems, GPS trackers, and IoT sensors in real time to identify asset
location and availability
Checking the availability of operating rooms or specialized equipment across hospital systems and
sending booking confirmations to surgeons, nurses, and critical care doctors
Tracking and updating inventory levels of medical supplies in hospital inventory management or healthcare ERP systems, detecting when stock levels are reaching predefined thresholds, checking expiry dates of
medications, and notifying procurement teams that they should reorder medical supplies
Monitoring delivery times of medical supplies and logging deliveries upon arrival
9
Regulatory compliance monitoring & reporting
Healthcare organizations can also implement RPA and agentic automation to carry out repetitive tasks to
support regulatory compliance with laws and standards, such as HIPAA and GDPR, ensure the company’s audit
readiness, and avoid legal risks and penalties caused by non-compliance:
Extracting electronic protected health information (ePHI) and patient consent data from documents and
digital forms and delivering them to a secure data repository to ensure safe and compliant data
handling
Tracking consent expiration dates and sending reminders to a compliance team to initiate renewals
Scanning patient records to detect those containing duplicate or incomplete data and sending them to
risk and compliance teams for review
Processing legal documents and databases to monitor regulations and law changes applicable to the
healthcare industry in the given jurisdiction
Drafting compliance reports using ready-made templates and necessary medical and billing data,
requesting missing information from medical staff, and sending the reports to regulatory bodies
Generating audit logs of the tasks performed to facilitate legal reporting
Due to the continuous personnel shortage in the healthcare sector, efficient management of the existing
health workforce has become critical to organizations’ performance. Luckily, healthcare organizations can
enhance human resource management by adopting agentic and robotic process automation for the following HR
tasks:
Posting job openings across job boards, social media, and the organization’s website
Screening resumes and extracting relevant candidate information, such as qualifications, experience,
and education
Scheduling interviews, performance review meetings, and exit interviews
Preparing and delivering the organization’s policies, onboarding documentation, and welcome emails to
new hires
Checking employee data for completeness and relevance, requesting missing information, and updating
HRIS records
Consolidating data on employee working hours, tax deductions, and bonuses from all staff-related
systems, detecting missing entries and inconsistencies in timesheets, and sending comprehensive
information to payroll calculation solutions
Generating and distributing payslips to employees
Verifying employee benefits enrollment and compensation eligibility, sending information about company
benefits to employees through emails, and updating HRIS software with data on benefits paid
RPA & agentic automation demo for healthcare data extraction
We’ve prepared a video to demonstrate how an RPA bot integrated with an OpenAI model automates data extraction
from active pharmaceutical ingredients (API) specifications, accelerating document processing, reducing
medication errors, and enhancing patient safety.
Assess the viability of process automation for your healthcare organization
An international producer of world-class medicines with offices in EMEA and APAC was looking to automate the
most time-consuming and error-prone part of the regulatory registration and renewal of its medicines - dossier
due diligence. The process involved manually reviewing and validating 300+ documents per dossier against
strict health authority requirements, which typically took a pharmacist over five days per submission.
To accelerate and optimize the due diligence workflow, Itransition conceptualized and delivered a tailored
automation solution based on Enate and UiPath platforms. The Enate-based solution served as a foundational
business process management (BPM) tool handling project and case workflow management, task assignment, and
analytics and reporting which we integrated with UiPath-based RPA bots enhanced with LLM models. The bots, in
turn, were appointed to handle dossier due diligence and automate dossier data exchange across corporate
systems. The resulting solution helped the company save hundreds of work hours monthly and accelerate dossier
due diligence by 40 times.
Gold Coast Health
Aiming to deliver world-class health care, Gold Coast Health, a leading medical service provider in
Queensland, Australia, implemented a UiPath Platform to automate clinical and administrative processes
across more than 20 facilities. Thanks to this solution, Gold Coast Health has successfully streamlined over
20 processes, including patient communication, clinical photography management, and referral management.
The solution classifies outpatient appointments, captures medical data, such as clinician identity,
time of image capture, and photo details, from medical records, as well as enters referral information into
multiple clinical and administrative systems, minimizing appointment calls. As a result, the organization
managed to redirect over 40,000 hours annually from repetitive tasks to patient care, enhancing patient and
employee experience.
By automating repetitive administrative tasks, such as transferring data between referrals, wait lists and
appointments, our health service can increase operational efficiency and better allocate resources,
ultimately improving patient outcomes.
Kirsten Hinze
Senior Director, Digital Experience, Gold Coast Health
CareSource
CareSource is one of the top non-profit healthcare organizations headquartered in Ohio, United States,
serving over two million people and employing over 4,500 healthcare specialists. Struggling with overtime,
the company partnered with UiPath to automate processes involving a lot of manual labor, particularly for
their Claim, Utilization Management, and Clinical Management (C/UM/CM) team. The automation solutions were
implemented for claims processing and adjudication, prior authorization, and invoice processing, resulting
in 90% of invoices being handled automatically and a 50% reduction in manual work.
Max Healthcare
Max Healthcare, the largest hospital chain in North India, has implemented RPA to streamline insurance
claims administration across all units. A robot designed by UiPath now captures patient information from
emails and PDF files and inputs this data in CSV format into the company’s databases and claims management
software.
The bot can also log into government healthcare scheme portals, capture patient transaction records,
and verify their statuses. Upon successful data validation, the robot automatically informs relevant
departments via email. As a result, the healthcare provider has saved 65-75% of time spent on government
healthcare scheme processing and decreased the turnaround time by 50%.
Northampton General Hospital
Northampton General Hospital teamed up with Automation Anywhere to implement an RPA solution to
automatically monitor the oxygen supply for COVID-19 patients. Instead of manually checking the oxygen tank
level in the system, Oxygen Bot connects to the oxygen supplier’s website, extracts the latest readings, and
inputs the data into the hospital’s system.
With 100% accuracy, Oxygen Bot monitors the oxygen level 24/7 without human involvement, freeing up
about 1,500 hours for staff to focus on other tasks and reducing clinical risks for patients requiring
oxygen support.
MD Anderson Cancer Center
The University of Texas MD Anderson Cancer Center struggled with poor data synchronization between the HR,
attendance, and staffing systems that had different interfaces, data formats, and credentials. An RPA solution
based on the Fortra Automate platform has been implemented for secure between-system data transfer, report
generation, and critical data updates and backup. Additionally, the RPA solution looks for mistakes and sends
detailed error logs in case of failures. Thanks to automation, the center managed to optimize staffing levels,
reduce administrative burden, and enhance customer care, saving around $150,000 yearly.
University Hospitals Birmingham
SS&C Blue Prism has designed a self-service solution for University Hospitals Birmingham (UHB), a large UK
healthcare service provider. UHB wanted to efficiently and accurately register a large number of patients
using RPA technology integrated with its patient administration system.
In its multiple facilities, UHB installed self-service kiosks that patients praised due to the absence
of queuing and fast and simple self-registration. With these kiosks in place, UHB has achieved a 50%
increase in front-desk staff efficiency and doubled its patient flow without the need to hire 20-30
additional receptionists.
Blue Prism has allowed us to meet and deliver our own business requirements in the timescales and financial
constraints we needed.
Steve Chilton
UHB’s Chief Digital Officer
Popular tools with agentic automation & RPA capabilities for healthcare
There are plenty of platforms that can be used to develop bots and agents for healthcare organizations. Here,
we highlight the key capabilities of the most popular solutions that consistently rank among the leaders for
RPA and agentic automation in industry reports.
UiPath, a leading RPA and agentic automation platform, enables healthcare institutions to deploy bots and
AI-powered agents and easily integrate them with third-party enterprise systems.
Key capabilities
Patient appointment scheduling
Patient data processing, insurance coverage verification, and intake forms collection
Medical billing and patient collections coordination
Prior authorization request intake, coverage checks, case routing to nurses and clinicians, and
additional information requesting
Claims submission and status tracking
Clinical trial eligibility assessment
Payer denials categorization and appeal submission
Laboratory test order validation and result delivery
Power Automate is a low-code solution provided by Microsoft that, when integrated with Azure automation
services and Copilot, can be used to develop bots and agents for diverse clinical and administrative use
cases.
Key capabilities
Automated appointment scheduling, confirmation, and reminders
Identification and processing of patient-reported symptoms
IoT data capture and processing
Home visit scheduling
EHR/EMR updating
Printed and handwritten text recognition from images and scanned documents, such as referral
letters, lab reports, and clinical notes
Text language detection and translation
Patient notifications and follow-up patient satisfaction surveys distribution
Automation Anywhere provides a suite of tools for building both robotic and agentic process automation
solutions, enabling healthcare professionals to streamline daily tasks, while ensuring robust data
governance and security.
Key capabilities
Patient eligibility verification
Healthcare data consolidation
EHR data updating
Patient records, intake forms, and explanations of benefits (EoBs) processing
Authorizations and clinical documentation submission to insurance providers
Claims status monitoring
Payer denials categorization
SS&C Blue Prism offers diverse enterprise-ready RPA and agentic automation capabilities for creating
automated workflows and provides a comprehensive data governance framework to ensure data security and
regulatory compliance essential for healthcare environments.
Key capabilities
Automated appointment scheduling
Sending appointment reminders via SMS, email, or voice calls
Patient data capture from intake forms and its delivery to the EHR system
Insurance claims data capture from claim forms and medical records and its inputting into hospital
systems
Patient eligibility and insurance coverage verification for prior authorization
Sending authorization requests to insurance companies, tracking pending requests’ status, monitoring
approvals and denials, and requesting additional information from the hospital staff
Generation and distribution of statements, invoices, and payment reminders
Claims data processing to detect anomalies and suspicious activities, as well as directing
potentially fraudulent claims for further investigation
Implementation tips for RPA & agentic automation in healthcare
Assess business processes for automation feasibility
Before implementing a robotic or agentic process automation solution, healthcare providers should thoroughly
examine their workflows to identify automation-ready tasks.
For the process to be automated, it should involve repetitive tasks. Such processes also usually imply
working with numerous data sources and large volumes of data, where there is a high risk of human error, for
example, pulling data from EHR, billing, and HR software, emails, and patient portals, updating information
across multiple healthcare platforms, or cross-referencing patient details.
To locate such processes, healthcare providers should map all the administrative procedures and communicate
with employees to understand common bottlenecks and automation opportunities.
Adopt a human-in-the-loop approach
As process automation solutions perform increasingly complex tasks, organizations need to ensure human
oversight, especially in high-risk operations like drafting clinician documentation or triaging patients.
That’s what makes the human-in-the-loop (HITL) approach essential. It refers to the practice of involving
people to review and approve agents’ decisions and direct them at critical moments, such as in tasks that
deviate from standard processes or when exceptions occur. Human-in-the-loop also helps make sure that agent
decisions are reliable, enabling human specialists to timely detect system errors or hallucinations and
prevent them from escalating across multi-step workflows.
Establish robust guardrails
To control the outputs of AI-powered agents, organizations should opt for agentic automation solutions that
offer guardrails, which encompass policies, technical controls, and monitoring mechanisms that govern what
AI models are allowed to do and how they should perform tasks.
Guardrails help assess agent responses, automatically detecting and blocking problematic behavior. By
implementing them, companies can make sure that agents act dependably, safely, and in accordance with
company guidelines, which also helps maintain compliance and improve employee trust in automated solutions.
Benefits of RPA & agentic automation in healthcare
Cost savings
By entrusting software robots and agents with repetitive and time-consuming tasks, healthcare organizations
can optimize their workloads and, thus, staffing levels.
Faster processes
RPA and agentic automation solutions complete mundane administrative tasks, such as appointment scheduling
and insurance claims processing, several times faster than humans, reducing turnaround times without
extending working hours.
Data accuracy
RPA and agentic automation tools reduce human error caused by manual data entry during patient registration,
EHR updating, or billing and ensure data consistency across all the healthcare organization’s systems.
Increased productivity
By automating manual processes, RPA bots and agents free up employees’ time for complex activities requiring
human judgment and decision-making, such as patient communication, inventory planning, and conflict
resolution, and help maximize staff productivity.
Improved patient experience
Relieved of routine workload, healthcare staff can devote more time to patients and address their needs more
attentively.
Burnout prevention
By minimizing burnout-inducing administrative tasks, process automation helps increase employee
satisfaction, preventing the staff from experiencing exhaustion and quitting.
Improved patient outcomes
By reducing administrative delays and errors, RPA and agentic automation enable physicians to make accurate
diagnoses and deliver timely treatments.
Scalability
By working effectively with large amounts of data, bots and agents allow healthcare organizations to manage
higher volumes of patients, procedures, and tests.
Want to reap the benefits of RPA or agentic automation?
Challenges of RPA & agentic automation in healthcare
Challenge
Solution
Data privacy
RPA bots and AI agents collect, process, and transmit significant amounts of sensitive data, which brings
potential cybersecurity threats and raises data privacy concerns.
To reduce risks like unauthorized access or data leakage, healthcare providers should implement automation
solutions that offer robust built-in data governance and security mechanisms, including data encryption at
rest and in transit, granular access controls, and strong user authentication and authorization processes.
Slow return on investment
While RPA or agentic automation solutions offer significant process improvements, some healthcare
institutions find it hard to achieve the desired ROI of automation within the expected timeframe.
One of the ways to speed up the return on process automation investments is to focus on proper
implementation planning at the beginning of the project, which involves conducting upfront automation
feasibility and ROI assessments. Organizations should calculate how much will be saved by eliminating manual
effort and investing in automation. Moreover, partnering with experienced RPA and agentic automation
consultants can help companies prioritize automation use cases and plan the solution’s implementation to
accelerate its time-to-value.
Staff resistance
Fearing that automation will take their jobs, operational healthcare employees can resist the technology.
Organizations should invest in proper staff training, which can foster a better understanding of the
technology and help employees develop new skills to use automation efficiently, as well as to become more
proficient in tasks that automated solutions can’t perform.
Itransition’s RPA & agentic automation services for healthcare
Consulting
We provide strategic and technical guidance to help you plan and implement a robotic or agentic process
automation solution in line with your business needs. Starting with a comprehensive business processes
analysis, we help you identify a suitable automation use case, tech stack, and implementation strategy.
Additionally, we oversee the implementation process end-to-end, preventing project bottlenecks and workflow
disruptions.
Implementation
We deliver tailored automation solutions to help you streamline your healthcare workflows. Within the scope of
our services, we define your automation needs, select the best-suited automation tools, and develop automation
solutions aligned with your business goals. Apart from providing comprehensive implementation services, we
also offer post-launch solution monitoring and fine-tuning support on demand to ensure that the automated
solution functions as planned.
Streamline your healthcare operations with RPA & agentic automation
RPA and agentic automation have become an integral part of digital transformation in the healthcare industry.
Allowing professionals to streamline a variety of healthcare operations, including patient data intake,
insurance eligibility checks, appointment scheduling, and billing processes, bots and agents reduce manual
effort, eliminate inefficiencies, and speed up routine tasks. As a result, healthcare specialists can dedicate
more time to intellectually intensive activities to improve the patient experience.
However, to realize the potential of automation, strategic planning, investment in talent and technologies, and
a commitment to ethical and responsible use of automation are necessary. You can contact agentic automation and
RPA experts, such as Itransition, for implementation guidance or to start a process automation project for your
healthcare institution.
Looking for an expert agentic automation and RPA services provider?
Traditional RPA solutions can perform only rule-based tasks and process structured data. However, modern
agentic automation solutions combined with machine learning, optical character recognition, and natural
language processing can aggregate both structured and unstructured data and handle multi-step workflows,
enabling intelligent automation across different business processes.
RPA bots can simplify integration by interacting with legacy systems through their user interfaces and
replicating human actions, such as data extraction and entry. For deeper integration, organizations can
connect legacy systems with a process automation platform by developing custom APIs or implementing
middleware or iPaaS software. At Itransition, we help companies integrate different types of disparate
systems, facilitating seamless data exchange and secure app communication.
The cost of an RPA or agentic automation solution depends on the selected automation platform’s license
fees, the number and complexity of bots you implement, the number of automated processes, integration scope
and complexity, staff training needs, and solution maintenance requirements. Generally, the total cost of
automation implementation in healthcare can range from $5,000 for a single bot and up to $10,000 for an AI
agent, reaching $300,000 for multiple bots and agents.
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