Book, reschedule and sequence visits against your provider templates, chase what each visit needs and close the referral loop — with clinical urgency and every care-plan change kept with a clinician.
Take referrals, orders, care-plan steps and patient requests from the EHR, the referral queue, the portal and phone.
02
Read the provider template, visit-type rules, prerequisite list and authorisation status already on file.
Reason
03
Match the request to the visit type and provider template the order specifies, at the slot length that visit type carries.
04
Sequence a care plan so the imaging, labs, prep and authorisation land before the visit that depends on them.
05
Check consent, contact preference, language and transport need against the record before anything is sent or booked.
Decide
06
Detect a rule it cannot satisfy, a missing prerequisite or an authorisation not in place, and hold it for a person.
07
Detect a request that implies a change of urgency or of the care plan, and route it to the clinician who owns it.
Out
08
Book, reschedule, confirm and chase inside the rules, then return the visit outcome and report to the referring clinician.
09
Retain the rule applied, the slots offered, the messages sent and every correction a scheduler or clinician makes.
→Product statement
The agent books, sequences and chases inside rules a person set. Clinical urgency and any change to a care plan stay with a clinician.
Example workflow
One referral, end to end
AgentHuman
1Request receivedReferral, order, care-plan step, portal request or a cancellation to backfill
2Rules readVisit type, provider template, prerequisite list, authorisation status and contact preference
3Slot and sequence proposedOnly slots the template allows, in the order the care plan needs them
4Prerequisites checkedPrep, imaging, labs, authorisation, transport and interpreter — each in place or named as missing
No human action required
Stages 1 to 4 run without a person in the loop — the rules are read and the prerequisites checked before anyone is asked to look. A request that touches clinical urgency ends that stretch on the spot.
5DecisionSplits on rule fit and prerequisite completeness
Rules fit, prerequisites in place
Books and confirms on the approved path.
Rule conflict or something missing
Goes to a scheduler, or to the clinician who ordered it.
Scheduler or clinician
Sees the rule that blocked it, the slots that were open and what is still missing, then books, overrides or changes the plan.
Book · Override the rule · Send to the clinician
Booked — handed back▼
6Booked and confirmedWritten to the schedule only where write access and policy allow; urgency is not changed
7Loop closed and evaluatedAttendance, prerequisites at the visit, the report back to the referrer and corrections by cohort
Corrections
Slots a scheduler rebooks by hand are counted in the evaluation.
What should not run autonomously
Human approval stays in control
Outside the boundary — human approval required8 items
Deciding how soon a patient needs to be seen.
Reordering a clinical dependency in a care plan.
Choosing a visit type the order did not specify.
Double-booking or overriding a provider template.
Automation boundaryAgent acts unaided
✓Book, reschedule and confirm inside the provider template and visit-type rules.
✓Sequence a care plan so each visit's prerequisites land before it.
✓Chase prep, imaging, labs, authorisation, transport and interpreter cover.
✓Return the visit outcome to the referring clinician and track what is still open.
Write actions run only inside the approval boundaries agreed during implementation. Clinical urgency is not one of them.
Booking a service before authorisation is in place.
Cancelling or moving an appointment a clinician set.
Sending clinical advice or a result to a patient.
Changing waitlist, backfill or reminder rules.
Example output
One referral, annotated
Everything the agent proposes is attached to the referral and the rules it was read against.
Coordination output · single referralIllustrative example
Referral
Order specifies
Authorisation
Proposed sequence
Confidence
Urgency
Cardiology — referrer marked routine
Echo before the clinic visit
Not on file
Echo first, clinic after
93%
As the referrer set it
As receivedThe referral, the urgency the referrer marked and the order's own sequence, kept as sent — nothing on this side is re-decided.
Evidence usedProvider template ruleVisit-type slot lengthAuthorisation status
Why it did not bookThe sequence fits the template, but the echo has no authorisation on file — so the pair is held.
ActionBookOverride the ruleSend to the clinician
What the score decidesConfidence decides whether a scheduler checks the slot, not how soon the patient is seen. The referrer sets urgency.
Value
Where AI adds value
The same four claims, placed at the point in the workflow where each one applies.
Where the value landsValue 01 – 04
Every referral and orderReferral queue, orders, portal and phone
03Booking & sequencing
Apply the client's own booking rules
Use the provider templates, visit-type rules, prerequisite lists and authorisation status already on file.
01Approved path
Take the chasing off the schedulers
Slots, prerequisites, confirmations and the report back to the referrer are worked without someone holding a list and a phone.
02Human review
Put the exceptions in front of a person
Rule conflicts, missing authorisation and anything touching urgency reach a person before it is booked.
04Build an evidence trail
Retain the rule applied, the slots offered, the prerequisites chased, the messages sent and the scheduler's correction — on both paths.
Integrations
Typical integrations
Five system groups connect to the same agent. Which of them are in scope is decided in discovery.
EHR scheduling & referralsEpic Cadence · Oracle Health athenahealth · Referral and order queues
A high fill rate says nothing about who got the slot
Aggregate booking quality can look acceptable while a small number of patient cohorts carry most of the rebooking, most of the wasted visits and most of the lost access. Nestack reports performance by slice, not only in total.
Slice performance — reported separately, not only in aggregateIllustrative example
Slice
Failure rate
Lift
Lift vs. threshold
Status
Patients without portal or SMS
5.6%
3.5×
Review
Multi-step care-plan sequences
4.2%
2.6×
Review
Referral-driven first appointments
3.1%
1.9×
Watch
Routine follow-up rebooking
1.0%
0.6×
Normal
Bar: lift vs. routine-rebooking baseline · scale 0–4.0× · tick marks the 2.0× review threshold2 of 4 slices over threshold
Evidence-linked improvement
Every rule change moves who gets the next slot
A wasted visit is not closed by rebooking one patient. The fix lands in a template rule, a prerequisite or the backfill order — and that changes who is seen.
Improvement cycle · five stagesSwitchback — the path turns at Improve and returns at Learn
01Detect
Wasted visits, rebooking or open referrals move in a cohort.
02Diagnose
Traced to the rule read, the visit type, the sequence, the chase or the backfill order.
03Improve
The template rule, prerequisite list or backfill order is re-approved and version-linked.
04Verify
Re-run against held-out bookings from the affected cohort, including the ones that failed.
05Learn
That booking becomes a regression case and the changed rule enters the scheduling runbook.
Learn → DetectThe return edge. A backfill or template change is an access change, so the next cycle re-reads the parity slices, not only the aggregate.
Typical build scope
Twelve workstreams across six weeks
The build scope read against the delivery timeline. Week structure follows the six-week plan — discovery, rules and templates, sequencing and chasing, evaluation, integration, then production validation and handover.
WorkstreamWeek 1Week 2Week 3Week 4Week 5Week 6
01Workflow discovery and automation-boundary definition.
02EHR scheduling and referral API assessment.
03Provider templates and visit-type rules.
04Prerequisite and authorisation checklists.
05Referral and order intake, then slot proposal.
06Care-plan sequencing and dependency rules.
07Waitlist and cancellation-backfill order.
08Consent, contact preference and reminders.
09Transport and interpreter booking.
10Evaluation suite, parity slices and regression cases.
11Scheduling write-back and loop closure.
12Observability, deployment and Agent Care handover.
12 workstreams · 6 weeks · bar shows the weeks a workstream is active — several run in parallelFinal scope and sequence confirmed in discovery
Engagement tiers
What each tier includes
Rows are the capabilities named in each tier's scope. Higher tiers include everything below them.
Capability✓ in scope · — not at this tierPilotOne clinic or service lineProductionProduction EHR integrationAdvancedMulti-site / multi-service
Introduced at Pilot
Rule-checked booking and rescheduling✓✓✓
Provider template and visit-type rules✓✓✓
Clinician-owned urgency and care plan✓✓✓
Baseline evaluation✓✓✓
Introduced at Production
Prerequisite and authorisation chasing—✓✓
Care-plan sequencing—✓✓
Reminders and confirmations—✓✓
Referral-loop closure and report return—✓✓
Observability and evaluation—✓✓
Introduced at Advanced
Backfill with access-parity monitoring——✓
Transport, interpreter and site controls——✓
Build priceFrom $5,000From $8,000Custom quote
Final build priceConfirmed after discovery based on scheduling and referral integrations, template complexity, patient volume, contact channels, approval controls and deployment requirements.
Separate from buildBuild pricing is separate from recurring Agent Care, which covers managed monitoring, evaluations, incidents and verified improvements after launch.
What we need from you
What you bring, and what we build with it
Each input maps to a piece of build scope and a week in the delivery timeline.
You bringWe build with it
01Your templates, visit-type rules and backfill policy→Provider templates, visit-type and backfill rulesWeek 1
02The prerequisites and authorisation each visit type needs→Prerequisite and authorisation checklistsWeek 2
03Access to EHR scheduling, referral and order APIs→Epic Cadence, Oracle Health and referral-queue integrationWeek 2
04Your care pathways and the dependencies inside them→Care-plan sequencing and dependency rulesWeek 3
05Consent, contact preference, message and retention rules→Consent, contact-preference and reminder rulesWeek 4
06Bookings that went wrong, including day-of cancellations→Evaluation suite, parity slices and regression casesWeek 4
07Named schedulers and the clinicians who own urgency→Review workflow, then pilot booking and production validationWeeks 5–6
Nothing else is requiredDeployment, documentation and Agent Care handover are ours.
Delivery timeline
Four phases across six weeks
Phases are drawn over the weeks they actually occupy. Week 5 carries both the parity evaluation and the first supervised bookings.
PhaseW1W2W3W4W5W6
DiscoveryW1
BuildW2 – W3
EvaluateW4 – W5
Pilot & LaunchW5 – W6
Week focusW1Template rules, backfill policy and where a person has to bookW2Referral and order intake, prerequisite checklists, first bookingsW3Care-plan sequencing, waitlist and cancellation-backfill orderW4Evaluation suite, parity slices and contact-preference rulesW5Scheduling write-back, supervised booking and targeted correctionsW6A referral cycle booked beside the existing process, then handover
Reading the bandDiscovery closes when the template rules are signed, not when week 1 does. The first bookings in week 5 test the evaluation suite.
At the end of W6Booking has run alongside the existing process and the loop has been closed on real referrals, then Agent Care takes over monitoring.
DurationSix-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Healthcare AI agent
Build a scheduling agent around your access rules.
Show us your provider templates, your referral and order queues, and what has to be in place before a visit goes ahead. We'll book one referral end to end on your rules, then agree what a scheduler clears.
