AI Workflow Automation for Surgery Centers
An OR minute is the most expensive minute in the building. We make sure it gets used.
Custom AI automation for ambulatory surgery centers, case intake, authorization, pre-op readiness, post-op follow-up, and block analytics, built around your scheduling system, clearinghouse, and phones.
The problem
The case was booked weeks ago. It cancels at 6 a.m.
Booking sheets arrive by fax and get re-keyed. Auths are chased by phone. H&Ps, clearances, and labs are tracked on paper, and every miss surfaces on surgery morning, when it's too late:
…with a staffed OR, an anesthesia team, and no patient.
Surgeon offices fax case requests; staff re-key every field into the schedule, errors included.
CPT-specific prior auth chased by phone and portal, a miss is an unpaid case.
H&Ps, clearances, and labs tracked manually across surgeon offices, misses surface day-of.
NPO violations, missed med holds, and no ride, preventable cancellations, discovered at check-in.
Accreditation-required follow-up calls compete with tomorrow's prep, and lose.
One platform
Every step of the journey, automated on one platform
Booking sheets · extraction · verification
CPT auth · estimates · collections
H&P · clearances · prep · rides
24/7 agent · confirmations · post-op calls
Block utilization · cancellations · payers
From faxed booking sheet to verified, scheduled case
- Booking-sheet captureFax and portal case requests monitored around the clock, no re-keying, no transcription errors.
- AI extraction with confidence scoringPatient, DOB, surgeon, procedure & CPT, laterality, implants, insurance, every field scored; uncertain reads go to review.
- Eligibility on arrivalReal-time coverage verification the moment a case request lands, payer identified, issues flagged before OR time is held.
- CPT-specific auth trackingA payer/procedure rules table drives what needs authorization; auth status tracked to approval with expirations watched.
- Revision & duplicate detectionChanged and resubmitted cases linked to the original, the schedule reflects the latest sheet, always.
Module 02 · Pre-op readiness
Patients arrive ready, or you know a week early
Every case carries a live readiness state, documents, clearances, instructions, and rides, so the first sign of a problem is an alert on Monday, not an empty OR on Friday.
EVERY CASE TRACKS ITS OWN READINESS STATE:
Pre-op checklist engine
H&P-within-window, cardiology clearances, labs, and EKGs tracked per case type, missing items chased from surgeon offices automatically, with aging alerts.
Patient prep, confirmed
NPO, medication holds, arrival time, and ride verified by text and AI call, answers logged, and not-ready signals flagged to your team early.
Financial readiness
Benefits-based estimates delivered up front and patient portions collected before surgery day, fewer surprises, cleaner AR.
Module 03 · Phones & post-op follow-up
Answered before surgery. Checked on after.
Scheduling, directions, and prep questions handled in natural conversation, with disclosure on every call.
Instructions confirmed, rides verified, and readiness questions asked, concerning answers flagged to staff.
Discharged patients contacted per your protocol; responses logged for accreditation, and any concerning report escalated to nursing immediately.
A dropped case triggers waitlist and surgeon-office outreach, released block time gets reused, not wasted.
Insurance participation · what to bring · caregiver pickup instructions · billing questions routed to the right desk, from your approved content only.
No clinical advice, ever. Symptom reports and urgent calls escalate to nursing per your protocols, instantly. Every call recorded, transcribed & QC-scored.
Module 04 · Block & business analytics
The numbers your administrator and your board both watch
- Block utilizationUtilization by surgeon and specialty, with underused block time surfaced for release and backfill.
- Cancellations & on-time startsDay-of cancellation rates with reasons, first-case on-time starts, and turnover trends.
- Case mix & payersVolume by procedure, surgeon, and payer: the contribution-margin view, live.
- Surgeon & referral trendsCase volume by surgeon and referring office: growing, declining, and at-risk relationships.
- Credentialing & privilegingLicenses, privileges, reappointment cycles, and payer enrollment tracked per physician.
- Accreditation-ready logsPost-op call completion, documentation timestamps, and audit trails, survey-ready by default.
Everything we automate
Surgery Centers: the full automation menu
Every engagement is scoped to your operation, start with the module that hurts most, and expand on the same platform, the same BAA, and the same HIPAA framework.
Booking-sheet intake
Faxed case requests from surgeon offices captured and extracted, patient, procedure, CPT, laterality, implants, insurance, with a human review queue.
Eligibility & CPT auth
Real-time eligibility on arrival plus procedure-specific authorization rules and tracking, no case holds OR time without coverage behind it.
Pre-op checklist engine
H&Ps within window, clearances, labs, and EKGs tracked per case type, missing items chased from surgeon offices automatically.
Patient prep & confirmations
NPO, medication holds, arrival times, and rides confirmed by text and AI call, not-ready patients flagged a week early, not at 6 a.m.
Estimates & collections
Benefits-based cost estimates and upfront patient-portion workflows, collected before surgery day, not chased after.
24/7 AI phone agent
Scheduling, directions, and prep questions answered around the clock, clinical and symptom calls escalated to nursing instantly.
Post-op follow-up calls
Every discharged patient contacted per your protocol, responses logged for accreditation, concerning answers escalated immediately.
Block & cancellation analytics
Block utilization by surgeon, cancellation reasons, on-time starts, and payer mix, live, with unused block time surfaced for release.
Surgeon credentialing
Privileges, licenses, and payer enrollment tracked per physician, reappointments and expirations never sneak up.
Why we're confident
This engine is already running in production
We built this engine, fax intake with AI extraction, real-time eligibility, authorization tracking, a 24/7 phone agent, and live analytics for a multi-site medical imaging group. Surgery centers run the same machinery, with pre-op readiness swapped in:
Powered by Simz Conversational, Simz Shift, and Simz Chron, with custom development for everything else.
- Fax-to-filed case intake with per-field accuracy benchmarks
- Real-time eligibility with procedure-level auth tracking
- 24/7 phone coverage with strict clinical escalation
- Automated document chasing from referring offices
- Live operational dashboards for administrators
Free ASC workflow audit
Thirty minutes with your operations lead. We map your workflow, quantify what each manual touch costs, and hand you a phased automation roadmap, whether or not you build it with us.