Streamlining hospital workflows: Agent-based automation cuts staff burden by 30%

HealthcareData Science and AI/ML

TECHNOLOGIES

SERVICES

EXPERTISES

Project Context

Solution

Outcome

About Client
Our client is a healthcare platform developer focused on optimizing clinical workflows through AI-powered tools. Their core mission is to support hospital staff by simplifying documentation, improving task tracking, and enabling timely check-ins across care teams. Operating at the intersection of workflow automation and intelligent communication, the company serves mid-sized clinics and hospitals, aiming to reduce staff burden and improve operational consistency.
With the increasing demand for digital assistants in healthcare, the client sought to introduce AI agents capable of handling routine yet critical processes – ranging from task reminders to automated follow-ups.
The client's team envisioned a system that would integrate seamlessly with existing hospital infrastructure while remaining secure, scalable, and easy for medical professionals to adopt in high-pressure environments.
Business challenge
The client faced critical inefficiencies in how healthcare staff managed daily workflows, documentation, and patient-related check-ins. Manual processes were consuming a significant amount of staff time, creating unnecessary delays and reducing overall operational effectiveness.
Key challenges included:
- Manual documentation overhead: Medical professionals were spending a large portion of their shifts on repetitive documentation, diverting their focus from patient care.
- Unstructured task management: Without a unified system, scheduled actions and check-ins were difficult to track, often leading to missed steps or disjointed communication.
- Workflow disruptions: Manual check-in processes lacked timeliness and consistency, frequently causing interruptions across hospital departments.
- Need for intelligent communication: There was a growing demand for an intelligent, asynchronous assistant – capable of managing conversations, sending reminders, and performing scheduled tasks – to reduce friction in daily operations.
To remain competitive and meet the rising expectations for digital support in healthcare environments, the client sought to replace these manual processes with an AI-driven solution that could streamline communications and help automate tasks.

Approach
To meet the client’s goal of automating check-ins and task management through intelligent, conversational agents, Binariks proposed a pragmatic and scalable architecture centered on event-driven interactions.
The solution was designed as an agent-based system, leveraging our expertise in machine learning, LLM integration, and production-grade service architecture. From the outset, our team closely aligned with the client’s technical goals, striking a balance between the rapid delivery of a functional MVP and long-term scalability and maintainability.
A dedicated engineering team worked in focused sprints to develop a working MVP, with the following components established early in the project:
- Scheduling logic: We implemented a time-based polling mechanism using APScheduler to trigger scheduled events stored in the database.
- Agent orchestration: Each event initiates a prompt-building process. The agent composes relevant context and calls LangChain, which in turn invokes GPT to generate a response.
- Conversation handling: The system maintains conversation history and stores all updates in a PostgreSQL-backed database, which also holds user and event data.
- Microservice deployment: The full system is containerized using Docker and deployed as independent microservices, enabling future scalability and integration with hospital infrastructure.
The architecture was tailored to reflect the market demand for AI agents in healthcare while remaining lightweight and compliant with real-world deployment constraints common in mid-sized hospitals and clinics.
Implementation
Binariks implemented a lightweight, scalable system for scheduled agent-based communication tailored for healthcare environments. The architecture was driven by the need for asynchronous, intelligent task handling and structured documentation support, all without the overhead of complex training pipelines or infrastructure-heavy platforms.
The core functionality was designed and delivered as an MVP within just four weeks, demonstrating the team’s ability to execute quickly while adhering to enterprise-level quality and maintainability standards.
Architecture Overview
1. Agent layer
- Built using LangChain, the agent handles prompt construction and LLM-driven interactions
- Composes contextual messages using predefined templates tied to event types
- Supports prompt memory and response refinement through Chain-of-Thought (CoT) prompting
- Includes fallback logic for optional local inference via Ollama or Together.ai if needed for cost optimization
2. Scheduler layer
- Designed using APScheduler to poll scheduled events from a PostgreSQL database
- Triggers agent workflows at the appropriate time, ensuring timely and automated check-ins
- Stateless implementation ensures clean handoffs and minimal latency during execution
3. Database management
- PostgreSQL is used for structured storage of:Conversation historyUser profilesScheduled events
- Messages are stored as JSON objects, enabling easy traceability and format flexibility for downstream usage
4. Infrastructure & deployment
- Dockerized microservice model
- Exposed via FastAPI endpoints for asynchronous interaction
- Deployed in a modular structure to allow future integration with hospital systems or third-party tools
- Supports horizontal scaling and easy onboarding of additional agent workflows without architectural changes
5. Evaluation & iteration
- While no labeled training data or performance metrics were required, system behavior was continuously tested against real-world use cases
- Prompt templates and agent logic were iteratively refined based on internal testing and stakeholder feedback
- A human-in-the-loop approach involved domain experts reviewing outputs and guiding refinements, ensuring relevance, reliability, and user trust in real-world scenarios
- Compliance and usage metrics were tracked to assess practical effectiveness rather than model accuracy
Technology Stack & Justification
- Python: Chosen for flexibility, rich ecosystem, and ML/LLM compatibility
- LangChain: Simplified orchestration of LLM calls and memory handling
- OpenAI GPT-3.5-turbo: Used for initial deployment due to reliability and cost-effectiveness
- FastAPI: Provided async-ready, lightweight HTTP interaction
- Docker: Ensured environment isolation and deployment portability across infrastructure

Value Delivered

The introduction of an agent-based communication system brought measurable improvements to the client’s healthcare platform.
By automating routine communication and enabling structured interactions, the solution directly addressed the inefficiencies that previously stemmed from manual documentation and fragmented task management.
Key Outcomes:
- 30% time saved on follow-up documentation tasks, thanks to structured, automated interactions
- 2x increase in task completion compliance for scheduled check-ins and reminders
- Reduced staff workload by automating repetitive communication and documentation flows
- Improved documentation traceability through structured message storage and searchable records
- Enabled asynchronous workflows, allowing staff to interact on their own time without disrupting patient care
- Enhanced staff productivity, allowing medical professionals to focus more on critical care instead of administrative overhead
The successful delivery of the MVP validated the use of LLM-based agents in routine hospital workflows, laying the groundwork for expanded automation in care coordination, communication, and staff support across clinical environments.

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