Five Things You Need to Know about Access Agent

Every day, outpatient clinics across the country face the same quiet struggle. Rooms sit empty while patients wait. Schedules run on rigid templates built years ago, designed to fit software, not people. And the EHR systems hospital leaders rely on to manage care were never built to orchestrate real-time operations.

EHR systems document. They schedule. But they don’t flow.

So, we knew we needed to challenge the status quo and asked ourselves a simple question: What if clinics could operate with the same intelligence and fluidity as the best-run production systems in the world – yet with a human touch that elevates every patient experience?

The result is Access Agent, the next AI layer of our Intelligent Orchestration Platform. It clears the fog of outpatient clinic operations. It dynamically assigns rooms, highlights scheduling opportunities, and reduces the small operational misfires that often ripple into long waits and missed capacity.

Here are five things you need to know about our new Access Agent:

1. Access Agent optimizes your outpatient space

Access Agent provides dynamic rooming intelligence and real-time automation. It helps clinics run more efficiently by showing how space is really used – and how it could be used better. It identifies inefficiencies in scheduling templates, room assignments, and room turnover, and recommends or automates actions that improve throughput and access.

Most clinics assume they need two rooms per provider. Access Agent quickly proves that’s not always true. By analyzing how long rooms sit idle between visits, how providers naturally move through their day, and where bottlenecks occur, it identifies ways to use existing space more effectively.

That means fewer empty rooms, fewer hallway waits, and more patients seen per day – without expanding the clinic footprint.

2. Access Agent is different from template optimization tools

Most EHR scheduling tools operate on a simple assumption: what’s on the schedule is what will happen. But in real clinics, visit lengths vary dramatically. Some appointments finish early, others run long, and some never start on time.

Traditional template optimization tools can only refine the template based on historical EHR timestamps. They rarely account for genuine flow: How long were providers actually in the room? How long did patients wait between steps? How often did templates cause rooms to sit idle?

Access Agent uses real-time location data – room occupancy, staff movement, and care milestones – to reveal the real behavior of the clinic. It builds a feedback loop between live operations and future schedules so that:

• Providers get templates that reflect how they really work
• Clinics recapture time lost to inefficiencies
• Leaders see exactly where the biggest throughput gains exist

This is scheduling built on truth, not assumptions. It’s a foundation EHRs alone cannot offer.

3. Access Agent connects to your ecosystem

Access Agent sits at the intersection of operational reality and clinical scheduling. It connects RTLS signals from Kontakt.io sensors with appointment and provider data from the EHR system to create a digital twin of the outpatient clinic.
A typical configuration uses three data sources, combined into a unified operational layer:

• Daily schedule templates from the EHR
• Live or near-real-time SIU messages from the EHR to detect schedule changes
• RTLS signals from Kontakt.io badges and room sensors

Together, these inputs enable Access Agent to understand not only when and where patients are scheduled to be, but what is actually happening minute by minute.

4. There’s no need to tag your patients

Access Agent does not require patient tags. Instead, it uses a combination of room sensors and tagged staff movement to infer patient presence. When a provider or medical assistant enters a room for a scheduled encounter, Access Agent detects the interaction, matches it to an appointment, and starts tracking the flow of that visit. This allows the system to track room occupancy without adding steps to staff workflows, map patient flow without handing out tags, and maintain operational visibility without introducing friction.

This is care coordination that literally reads the room – without requiring patients or staff to change how they move.

5. Access Agent is fully scalable

Access Agent offers rapid deployment and effortless integration. And it has been designed with scalability in mind. Large academic systems, multi-site outpatient networks, and single clinic practices all struggle with the same fundamental issues: underused rooms, fixed templates, unpredictable visit length, and growing demand.

While early pilots have focused on large systems, the design is intentionally modular so smaller clinics can benefit just as much. Small practices can expand visit volume without adding space. Mid-size clinics can smooth peaks and valleys in demand. And enterprise systems can standardize operations across hundreds of rooms.

Conclusion

In summary, Access Agent continuously learns, predicts, and optimizes how the outpatient facility runs, moment to moment, patient to patient. Because when space, schedules, and staff move in harmony, something powerful happens: Access expands. Efficiency rises. And every patient experience improves.
That’s the promise behind the Access Agent. To make clinic operations flow with the same precision, intelligence, and humanity as the care itself.