IPPBX

Medical AI Workforce Assessment

Medical Office Workflow Assessment

What does your medical office team handle today?

Check the tasks your front desk and patient coordination team currently performs. Add specialty-specific responsibilities wherever needed. IPPBX will use this information to identify which functions can be automated, which require system integration, and where human staff should remain involved.

Just check what applies. You do not need to know anything about AI or automation to complete this assessment.

0 tasks selected

Practice Profile

Tell us what kind of practice you operate. This lets the assessment use your terminology and account for specialty-specific workflows.

Practice / organization name

Medical specialty

Number of locations

Providers / clinicians

Your terminology

Phone & Patient Communication

Calls, messages, reminders, and general patient communication.

Answer incoming calls Route calls to the correct department Take messages for doctors or staff Answer common patient questions Provide office hours, directions, and location information Make outbound calls to patients Return missed calls Handle after-hours calls Send text messages to patients Send appointment reminders Confirm appointments

Specialty-specific phone wording or tasks

Appointment Scheduling

New appointments, rescheduling, calendars, and open slots.

Schedule new patient appointments Schedule existing patient appointments Reschedule appointments Cancel appointments Manage provider calendars Coordinate multiple appointments for the same patient Schedule imaging, treatment, or follow-up visits Fill cancellations/open appointment slots Maintain a patient waiting list Handle urgent scheduling requests

Specialty-specific scheduling rules

New Patient Intake

Registration, forms, insurance information, and required documents.

Register new patients Collect patient demographic information Collect insurance information Send intake forms Follow up on incomplete forms Collect medical history information Obtain referring physician information Collect required documents before the first visit Explain what patients should bring to their appointment

Specialty-specific intake requirements

Insurance & Eligibility

Coverage, eligibility, copays, and insurance updates.

Verify insurance eligibility Confirm patient coverage Check copays/deductibles Collect insurance cards Update insurance information Contact patients regarding insurance problems Coordinate with insurance companies

Specialty-specific insurance requirements

Referrals & Authorizations

Referring physicians, missing information, and prior authorization follow-up.

Receive physician referrals Review referral information for completeness Contact referring physician offices for missing information Track referral status Obtain prior authorizations Follow up on pending authorizations Notify patients when authorization is approved Coordinate referrals to outside providers

Specialty-specific referral / authorization workflow

Medical Records & Documents

Requests, reports, results, scanning, and missing record follow-up.

Request medical records Receive medical records Upload or scan documents into the patient system Send records to physicians or facilities Obtain imaging reports Obtain pathology reports Obtain laboratory results Follow up on missing records before appointments

Specialty-specific records / diagnostics

Patient Check-In / Check-Out

Arrival, demographics, payments, signatures, and follow-up scheduling.

Check patients in Confirm patient information Update demographics Verify insurance at check-in Collect copays Collect outstanding balances Provide forms for signature Check patients out Schedule follow-up appointments Provide next-appointment instructions

Specialty-specific check-in / check-out tasks

Care, Procedure & Treatment Coordination

Specialty-specific procedures, treatments, diagnostics, labs, and patient preparation.

Coordinate treatment appointments Coordinate specialty procedures or treatment schedules Coordinate appointments with physicians Coordinate imaging or diagnostics needed before a visit or procedure Coordinate labs before visits, procedures, or treatment Provide approved preparation instructions for visits or procedures Contact patients regarding schedule changes Follow up with patients who miss appointments

Your procedures, treatments & coordination tasks

Billing & Payments

Basic billing support, payment collection, and escalation.

Answer basic billing questions Collect patient payments Send payment links Explain balances or copays Transfer complex billing issues to billing staff Follow up on unpaid patient balances Set up payment arrangements

Patient Follow-Up

Post-visit communication, missed appointments, recalls, and satisfaction.

Follow up after appointments Follow up after treatment Contact patients who missed appointments Contact patients who have not scheduled recommended follow-ups Send recall reminders Send appointment preparation reminders Conduct patient satisfaction follow-up

Specialty-specific follow-up

Internal Office Support

Email, voicemail, internal routing, and coordination with outside offices.

Manage front-desk email Manage voicemail Create tasks for clinical staff Notify staff when patients arrive Coordinate communication between departments Maintain daily appointment lists Handle physician-office calls Communicate with pharmacies, labs, hospitals, or imaging centers

Physical Front Desk Duties

Tasks that may still require an on-site team member.

Greet patients when they arrive Direct patients within the office Accept physical paperwork Scan physical documents Accept physical payments Handle walk-in patients Assist patients who require in-person help Manage waiting-room issues

Specialty Workflow — Add Your Own Language

Every specialty has work that a generic front-desk checklist will miss. Use this section to describe it in the same language your staff uses today.

Specialty appointment / visit types

Procedures / treatments / services coordinated

Patient preparation instructions

Specialty-specific intake questions or documents

Specialty-specific routing / escalation rules

Other specialty-specific responsibilities

IPPBX can use these descriptions when designing role-specific AI agents, prompts, workflow rules, and human escalation paths for your practice.

Current Staffing & Systems

This helps IPPBX understand workload, staffing structure, and integration requirements.

Number of front desk / patient coordination employees

Typical office / front desk hours

Approximate incoming calls per day

Approximate appointments per day

Scheduling / EHR / EMR system

Other responsibilities not listed above

Do you currently have dedicated staff for insurance, referrals, authorizations, scheduling, or patient coordination?

Yes No Responsibilities are shared across the office

This assessment is used to map your current workflow. It does not assume every checked function should be automated; IPPBX will identify what can be fully automated, partially automated, integrated with your systems, or retained as a human responsibility.

Submit Assessment

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Your medical office front desk assessment has been submitted successfully.

Our team will review it and get back to you soon.

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