OVERVIEW
Let robots handle repetitive data entry, transfer, and tallying overnight
RPA (robotic process automation) uses software robots to carry out the routine operations people perform on a computer. The robots work in your electronic health record (EHR) and Excel, following steps set in advance, and process the work in batches at the times you choose.
MedSync supports medical institutions from workflow analysis through robot development, deployment, operation, and improvement.
When on, the diagrams no longer advance on their own or animate. Choosing an item still switches the view.
- Every day18:30Sending finalized documents by fax or through the regional care-coordination platformCommunity liaison officeWhat robots and AI doSend finalized documents to each recipient.What you checkStaff review a list of anything not sent and follow up.Already deployed for the same operation at a clinic that provides home medical care (faxing home care guidance reports to care managers)See it in action (sending finalized documents by fax or through the care platform)
- Every day19:00Drafting discharge summariesWardsWhat robots and AI doGather the records of patients due for discharge and draft the summaries.What you checkThe physician reviews, edits, and finalizes each summary.See the
M-Automate page (drafting discharge summaries) - Every day19:30Sending home care guidance reportsClinicWhat robots and AI doSend the day’s guidance reports to each recipient.What you checkStaff review a list of anything not sent and follow up.To have the reports drafted as well, we add AI.See it in action (sending home care guidance reports)
- Every day20:00Drafting discharge support plansCommunity liaison officeWhat robots and AI doGather the records and draft the plan.What you checkThe staff member in charge reviews, edits, and finalizes the plan.See the
M-Automate page (drafting discharge support plans) - Monthly21:00Preparing home-visit nursing ordersClinicWhat robots and AI doUse the previous month’s orders to prepare and save the next month’s.What you checkThe physician reviews the orders.For now, the robot prepares these orders (the physician’s written authorization for home-visit nursing) on its own. With
M-Automate , we’re working on having AI draft the condition field. - Month start21:00Downloading and printing invoicesPlanning and adminWhat robots and AI doDownload the invoices, then save and print them.What you checkThe staff member in charge reviews them.
- Every day22:00Formatting nursing recordsWards, home-visit nursing stationsWhat robots and AI doTidy the records into readable entries and update the EHR.What you checkThe nurse reviews and finalizes them.Deployed at a home-visit nursing station (formatting home-visit nursing records)See the
M-Automate page (formatting nursing records) - Month-end22:00Extracting and compiling outpatient data submission add-on itemsBilling department, clinicsWhat robots and AI doPick out eligible items from the records and add them to the list.What you checkThe staff member in charge checks the list before submitting it.Deployed at clinics and hospitals that claim this add-on (a fee-schedule item for submitting outpatient care data to Japan’s Ministry of Health, Labour and Welfare)See it in action (extracting and compiling outpatient data submission add-on items)
- Monthly22:30Payment reconciliationBilling department, planning and adminWhat robots and AI doOrganize the payment data into a list for review.What you checkThe staff member in charge checks the list.
- Monthly23:00Calculating length of stay by bed typeBilling departmentWhat robots and AI doCalculate the length of stay for each bed type and compile the results into a list.What you checkThe staff member in charge checks the list.
- Mornings6:00Checking inpatient prescriptions about to run outPharmacy departmentWhat robots and AI doList prescriptions nearing their end date, ward by ward.What you checkPhysicians, pharmacists, and nurses check the list, and the physician makes the prescribing decision.
- Mornings6:00Alerts about routine test ordersWardsWhat robots and AI doOrganize the information that needs checking and send an alert.What you checkPhysicians and nurses check it and decide what to do.
- Mornings6:30Daily tally of patient visits and fee-schedule pointsClinicWhat robots and AI doTally the previous day’s patient visits and points, and share the results.What you checkThe clinic director or staff member in charge checks the numbers.See it in action (daily tally of patient visits and fee-schedule points)
- Mornings6:30Daily tally of patient visits and fee-schedule pointsPlanning and adminWhat robots and AI doTally the previous day’s patient visits and points, and share the results.What you checkThe staff member in charge checks the numbers.Already deployed for the same operation at a clinicSee it in action (daily tally of patient visits and fee-schedule points)
- Month-end10:00Preparing home-visit nursing reportsHome-visit nursing stationWhat robots and AI doDraft the clinical course from the records and prepare the PDF.What you checkThe nurse reviews and edits the report, then sends it to the attending physician.An example of running the robot during the day.See it in action (preparing home-visit nursing reports)
RPARobot operationsAIReading records and drafting (
Deployed: Tasks we have deployed that are now in operationIn progress: Tasks in development or in pilot operationExample: Examples of tasks we can handle (steps are designed for each facility)
If a task follows set steps, we’re happy to talk about it, even if it isn’t listed here.
Billing department: In the billing department (which handles reception, billing, and insurance claims), robots can tally add-on data and prepare review lists overnight.
Community liaison office: In the community liaison office (which coordinates referrals, admissions, and discharges with outside providers), robots and AI can send finalized documents and draft discharge support plans.
Wards: On the wards, robots and AI can draft discharge summaries and format records overnight, so the morning starts with review.
Pharmacy department: The pharmacy department can check prescriptions nearing their end date on a list every morning. Prescribing decisions stay with the physician.
Planning and admin: Every morning at a set time, planning and admin staff get the previous day’s patient visits and fee-schedule points (the unit used to bill medical services in Japan). Robots can also download invoices and reconcile payments.
Clinic: At clinics, robots can send guidance reports and prepare home-visit nursing orders at night, outside consultation hours. All that’s left for the morning is reviewing the results and following up on anything not sent.
Home-visit nursing station: At home-visit nursing stations (agencies whose nurses care for patients at home), robots and AI draft reports and format records. All that’s left for nurses is reviewing and editing the content.
How this diagram works
Choose a department or facility to show only the rows for its tasks. All the row text is written into the page, so the same content appears when you make a choice, even where scripts don’t run.
radio + :has() (filtering without scripts) / View Transitions (reordering rows) / CSS animation (time tags and done markers) / @container (switching row layouts)
In older browsers, all rows are shown, each labeled with its department or facility.
*Times, frequencies, and task order are examples. Actual run times are set to fit each task and workflow.
Supported tasks by type 18 tasks
These are tasks we have already automated, plus examples of tasks we can handle. We also help lighten the admin work required to claim add-ons (extra fee items in Japan’s medical fee schedule), such as preparing items for the data submission add-ons.
Preparing documents7 tasks
- Home care guidance reportDeployed
- Home-visit nursing reports and ordersDeployed
- Home care planIn progress
- Discharge support plansExample
- Discharge summariesExample
- Incident reportsExample
- Chart entry formattingDeployed
Tallying and submission4 tasks
- Preparing items for the outpatient and home care data submission add-onsDeployed
- Length of stay by bed typeExample
- Daily tally of patient visits and fee-schedule pointsDeployed
- Analyzing and sharing management KPIsDeployed
Checks and admin work7 tasks
- Claims checksExample
- Alerts about routine test ordersExample
- Checking inpatient prescriptions about to run outExample
- Unreviewed findings listExample
- Identifying at-risk patientsExample
- Downloading and printing invoicesExample
- Payment reconciliationExample
Deployed: Tasks we have deployed that are now in operationIn progress: Tasks in development or in pilot operationExample: Examples of tasks we can handle (steps are designed for each facility)
*Steps and systems differ from facility to facility, so we build each robot to fit your facility and task.
IN ACTION
Watch a robot work the screens, one step at a time
Choose a task, and the robot opens the EHR and other screens and works through the steps in order. Steps where a person checks the work have a yellow tag. You can also stop autoplay and go through it one step at a time.
1 Sign in to the EHR
EHR (sample)Sign in
2 Select what to send from the day’s records
EHR (sample)
Example rule: send reports for patients on scheduled visits
3 Fax to the registered recipients
Fax (sample)1 of 4
4 Log unsent reports on a list
Spreadsheet (sample)Unsent reports (Sep 8)3 of 4
5 Log the run and report completion
Run log (sample)
19:30Start
19:31To send: 4
19:41Patient D: no recipient registered; added to list
19:53End — Sent: 3 · Not sent: 1 · Errors: 0
In-house chat (sample)
Robot (RPA)19:53
Sending is complete. One patient needs your attention. The list has been saved.
6 Next morning, check the list and follow up
Morning check (admin staff)By: Admin staff
- ☑ Check the run log
- ☐ Confirm the recipient for Patient D (fictional) and send manually
Step 1: The robot signs in to the EHR with its dedicated robot account.
Step 2: The robot sets the date range to today and, following your facility’s rules, selects the patients on scheduled visits whose reports will be sent.
Step 3: The robot faxes each report using the registered recipient and number, repeating for every patient in scope. It can also upload the reports to the care platform.
Step 4: If a patient has no registered recipient, the robot logs the patient on a list and moves on to the next one without stopping.
Step 5: The robot logs how many reports were sent and how many weren’t, then lets your staff member in charge know it has finished.
Step 6: The next morning, your staff member in charge follows up on the one patient left on the list. The other three reports went out overnight.
To watch again, turn on Autoplay.
Compare this task before and after
All steps (6)
- By: RPASign in to the EHR
- By: RPASelect what to send from the day’s records
- By: RPAFax to the registered recipients
- By: RPALog unsent reports on a list
- By: RPALog the run and report completion
- By: Admin staffNext morning, check the list and follow up
1 Find this month’s patients due for reports
Spreadsheet (sample)Patient list: September
2 Retrieve this month’s nursing records
EHR (sample)
Patient B (fictional) · Age 81 · Male · Chronic heart failure, hypertension
Tue, Sep 1: BP 128/74, P 76, SpO2 96%, weight 48.2 kg. Lower-leg edema (±). No shortness of breath. Medications checked, no missed doses
Tue, Sep 8: BP 138/80, P 84, SpO2 95%, weight 49.0 kg (+0.8 kg from last week). Lower-leg edema (+). Short of breath on stairs. Daughter: “He’s been eating more store-bought prepared food.” Reported to attending physician by phone; temporary diuretic increase ordered
Tue, Sep 15: BP 126/72, P 78, SpO2 96%, weight 48.4 kg. Lower-leg edema (±). Discussed salt restriction with patient and daughter
Tue, Sep 29: BP 124/70, P 74, SpO2 97%, weight 48.1 kg. No edema. No shortness of breath. Walks steadily indoors using handrails
3 Draft the “Clinical course” section
Nursing records (September)
Tue, Sep 1: BP 128/74, P 76, SpO2 96%, weight 48.2 kg. Lower-leg edema (±). No shortness of breath. Medications checked, no missed doses
Tue, Sep 8:BP 138/80, P 84, SpO2 95%, weight 49.0 kg (+0.8 kg from last week)1. Lower-leg edema (+). Short of breath on stairs2. Daughter: “He’s been eating more store-bought prepared food.” Reported to attending physician by phone; temporary diuretic increase ordered3
Tue, Sep 15: BP 126/72, P 78, SpO2 96%, weight 48.4 kg. Lower-leg edema (±). Discussed salt restriction with patient and daughter
Tue, Sep 29:BP 124/70, P 74, SpO2 97%, weight 48.1 kg. No edema. No shortness of breath4. Walks steadily indoors using handrails
Clinical course (draft)Draft
On September 8, weight was up 0.8 kg from the previous week, with lower-leg edema and shortness of breath on stairs. Reported to the attending physician and received an order to temporarily increase the diuretic. The family said the patient had been eating more store-bought prepared food, so salt restriction was discussed with the patient and family. Since then, weight has stayed at 48.1–48.4 kg, and lower-leg edema and shortness of breath have resolved. Blood pressure has been 124–138/70–80 mmHg, and SpO2 95–97%. At the September 1 medication check, there were no missed doses. …
4 Create the report and export a PDF
EHR (sample)Home-visit nursing report
5 Mark the list and log the results
Spreadsheet (sample)Patient list: September
Run results (sample)
Patient B (fictional)Success
Patient J (fictional)Success
Patient F (fictional)Not in scope (new patient)
6 Nurse reviews, edits, and sends the report
Report review (nurse)By: Nurse
Clinical course (from line 3)
Since then, weight has stayed at 48.1–48.4 kg, and lower-leg edema and shortness of breath have resolvedno lower-leg edema or shortness of breath was observed at the September 29 visit.
Blood pressure has been 124–138/70–80 mmHg, and SpO2 95–97%.
At the September 1 medication check, there were no missed doses. Next month, we will continue to monitor mainly for changes in weight and lower-leg edema.
- ☑ Review and edit the content
- ☐ Send to the attending physician
Step 1: The robot picks out this month’s patients due for reports from the patient list. Reports for new patients are written by a nurse.
Step 2: The robot searches for each patient by medical record number and retrieves this month’s nursing records.
Step 3: AI (
Step 4: The robot builds this month’s report from the previous one. It updates the report date, age, and other fields, enters the draft, then exports a PDF.
Step 5: The robot marks each finished patient on the list and logs which reports were created and why any patient was excluded.
Step 6: A nurse reviews the report, edits it as needed, and sends it. The strikethrough and yellow highlights are the nurse’s edits.
To watch again, turn on Autoplay.
See how the draft is written on the
All steps (6)
- By: RPAFind this month’s patients due for reports
- By: RPARetrieve this month’s nursing records
- By: AIDraft the “Clinical course” section
- By: RPACreate the report and export a PDF
- By: RPAMark the list and log the results
- By: NurseNurse reviews, edits, and sends the report
1 Retrieve the month’s outpatient records
EHR (sample)Outpatient visit records
+38 more
2 Pick out add-on-eligible items
Medical record (Patient K, text omitted)
Visit date: Sep 29, 2026 · Internal medicine
Chief complaint and history (text omitted)
Physical exam1 (text omitted)
Test results2 (text omitted)
Prescriptions (text omitted)
Treatment plan3 (text omitted)
Extracted items (Patient K)
1Eligible item · Source: physical exam2Eligible item · Source: test results3Eligible item · Source: treatment plan
Patient K (fictional): 3 items
3 Add the items to the submission list
Spreadsheet (sample)Submission list: September3 of 42
4 Log the run and report completion
Run log (sample)
22:00Start
22:06Patient K: items extracted
23:10End — In scope: 42 · Added to list: 42 · Errors: 0
In-house chat (sample)
Robot (RPA)23:10
The September submission list has been saved. Please review it before submitting.
5 Staff review and submit the list
Pre-submission review (billing)By: Admin staff
- ☐ Review the list
- ☐ Submit
The list is a draft for staff to review.
Step 1: On the last night of the month, the robot retrieves that month’s outpatient records for each eligible patient.
Step 2: AI (
Step 3: The robot adds the extracted items to the submission list, patient by patient.
Step 4: The robot logs how many records it processed and lets your staff member in charge know the list has been saved.
Step 5: The list is a draft. The staff member in charge reviews it before submitting. Daily manual entry and the month-end sweep give way to a review before submission.
To watch again, turn on Autoplay.
Compare this task before and after
All steps (5)
- By: RPARetrieve the month’s outpatient records
- By: AIPick out add-on-eligible items
- By: RPAAdd the items to the submission list
- By: RPALog the run and report completion
- By: Admin staffStaff review and submit the list
1 Export the previous day’s billing data
Billing system (sample)Data export
2 Tally patients and points by specialty
Spreadsheet (sample)Daily tally: Sep 24
3 Send by email or in-house chat
In-house chat (sample)
Robot (RPA)6:32
Tally for Thu, Sep 24: 128 patient visits, 60,190 fee-schedule points. The breakdown by specialty is attached.
4 Clinic director and staff check the numbers
Morning checkBy: Clinic director
- ☐ Check the previous day’s patient count and points
Step 1: The robot exports the previous day’s billing data from the billing system.
Step 2: The robot tallies patients and points by specialty.
Step 3: At a set time, the robot sends the results by email or in-house chat.
Step 4: The clinic director and your staff member in charge can check the previous day’s numbers first thing in the morning.
To watch again, turn on Autoplay.
All steps (4)
- By: RPAExport the previous day’s billing data
- By: RPATally patients and points by specialty
- By: RPASend by email or in-house chat
- By: Clinic directorClinic director and staff check the numbers
How this diagram works
The screen mockups are built from text and shapes, not video or screenshots. The text stays sharp, and you can pause on each step to read it.
radio + :has() (switches steps without scripts) / CSS animation (cursor, typing, and check marks) / View Transitions (switching tasks) / IntersectionObserver (autoplays only while in view)
On devices set to reduce motion, the diagram does not autoplay. Click a step to switch to its screen. In older browsers, all screens are shown in step order.
*These samples are based on robots in operation and the steps in their specifications, with the screens and names replaced by fictional ones. Actual steps and screens vary by facility and system. In the home care guidance report example, the robot sends guidance reports that have already been written. To have the reports drafted as well, we add AI (
*The daily tally of fee-schedule points is a sample based on a robot in operation at a clinic. For hospitals, we design how the tally is broken down (by department, by specialty, and so on) to fit your facility’s workflow.
See how AI reads records and writes drafts on the
After adoption, people review and follow up
Toggle a task between before and after to see which steps move to robots and AI, and what’s left for people.
Steps done by people
Before72After11
Sample based on the manual process at a clinic that provides home medical care and the steps in the robot’s specifications.
Clinics and hospitals that claim the outpatient data submission add-on | Admin staff | Monthly
Time spent tallying and preparing submission data (per month)
*Results at a client site (using RPA and AI together). Actual results vary by facility, task, and workflow.
Staff now mainly check the submission data instead of tallying it by hand.
Faxing home care guidance reports: before
Faxing home care guidance reports: after
Extracting and compiling outpatient data submission add-on items: before
Extracting and compiling outpatient data submission add-on items: after
Faxing home care guidance reports, before: Before adoption, a medical administrative staff member does all seven steps and repeats three of them for every patient.
Faxing home care guidance reports, after: After adoption, the robot carries out the seven steps. What is left for people is reviewing the list and following up on patients whose reports could not be sent.
Extracting and compiling outpatient data submission add-on items, before: Before adoption, medical administrative staff enter the eligible items by hand every day, then check eligible patients at month-end and prepare the data for submission.
Extracting and compiling outpatient data submission add-on items, after: The robot retrieves the records and builds the submission list, and AI extracts the eligible items. The staff member in charge reviews the list and submits it.
How this diagram works
Cards for the same step share the same name, so when you switch views, the browser automatically animates each card to its new position.
View Transitions (view-transition-name) / radio and checkbox + :has() / CSS Grid
In browsers that don’t support this, the switch isn’t animated, but the content is the same. In older browsers, the before and after diagrams are stacked vertically.
*Samples based on case studies and the steps of robots in operation. The way steps are counted is for illustration only and varies by facility.
See before and after for guidance and nursing reports on the
HOW IT WORKS
Works across systems, following your steps exactly
The robot works across your EHR, regional care-coordination platforms, and in-house Excel and Word files. It takes care of everything from retrieving information to entering and saving it. Because it operates screens just as a person does, it can sometimes automate work even in systems that have no integration features.
RPAExamples of screen operations the robot takes over
- 1Open the EHR
- 2Search for eligible patients
- 3Retrieve the records needed
- 4Enter data in Excel
- 5Save a PDF
- 6Enter data into another system
- 7Log the results
We design for exceptions and errors, too
Even for the same document, the patients in scope and the processing conditions differ from facility to facility. Before we design a robot, we ask you about the four points below, including what it should do when an exception or error occurs.
What we check before designing
- Who is in scope?Applies here
- What are the processing conditions?Applies here
- Where does a person check the work?Applies here
- What does it do if an error occurs?Applies here
On a normal night
Tonight’s runPatients A–E (fictional)
- Sign-in: successful
- Patient A: sent
- Patient B: sent
- Patient C: not in scope
- Patient D: sent
- Patient E: sent
Run log (sample)
19:30Start
19:31To send: 4 (not in scope: 1)
19:33–19:44Sent reports for 4 patients
19:45End — Sent: 4 · Not sent: 0 · Errors: 0
Notification to staff in charge (sample)
Robot (RPA)19:45
Sending is complete. No reports failed to send.
Who does what
- Robot (RPA)Sends reports based on the patients and conditions you set, then logs the results
- Staff in chargeChecks the notification the next morning
- MedSyncNo action needed in this case
If a patient’s report can’t be sent
Tonight’s runPatients A–E (fictional)
- Sign-in: successful
- Patient A: sent
- Patient B: sent
- Patient C: not in scope
- Patient D: added to list
- Patient E: sent
Run log (sample)
19:30Start
19:31To send: 4 (not in scope: 1)
19:41Patient D: no recipient registered; added to list
19:53End — Sent: 3 · Not sent: 1 · Errors: 0
Notification to staff in charge (sample)
Robot (RPA)19:53
Sending is complete. One patient needs your attention. The list has been saved.
Who does what
- Robot (RPA)Adds the patient to the list and moves on to the next one
- Staff in chargeChecks the list the next morning and follows up
- MedSyncNo action needed in this case
If the run stops partway
Tonight’s runPatients A–E (fictional)
- Sign-in: successful
- Patient A: sent
- Patient B: sent
- Patient C: not in scope
- Patient D: stopped, then rerun and sent
- Patient E: sent
Run log (sample)
19:30Start
19:37Stopped while processing Patient D
19:39Stop detected; rerunning (skipping the 2 already sent)
19:47End — Sent: 4 · Not sent: 0 · Errors: 1 (completed on rerun)
Notification to staff in charge (sample)
Robot (RPA)19:47
The run stopped once but was rerun, and sending is complete.
Who does what
- Robot (RPA)Detects the stop and reruns, skipping reports already sent
- Staff in chargeChecks the notification
- MedSyncNo action needed in this case
If the screen changes
Tonight’s runPatients A–E (fictional)
- Sign-in: successful
- Patient A: run stopped
- Patient B: not processed
- Patient C: not in scope
- Patient D: not processed
- Patient E: not processed
Run log (sample)
19:30Start
19:32Send button not found; run stopped
19:32Staff notified; sending not completed
Notification to staff in charge (sample)
Robot (RPA)19:32
The screen has changed, so the run was stopped. Tonight’s reports have not been sent.
Who does what
- Robot (RPA)Stops the run and sends a notification
- Staff in chargeHandles the unsent reports and contacts MedSync
- MedSyncModifies the robot to match the new screen
If the password has expired
Tonight’s runPatients A–E (fictional)
- Sign-in: failed (run not started)
- Patient A: not processed
- Patient B: not processed
- Patient C: not in scope
- Patient D: not processed
- Patient E: not processed
Run log (sample)
19:30Start
19:30Sign-in failed (password expired)
19:30Staff notified; run not started
Notification to staff in charge (sample)
Robot (RPA)19:30
Sign-in to the EHR failed, so the run has not started. Please update the password for the dedicated robot account.
Who does what
- Robot (RPA)Sends a notification without starting the run
- Staff in chargeUpdates the dedicated robot account’s password and handles the unsent reports
- MedSyncNo action needed in this case
On a normal night: The robot finishes sending based on the patients and conditions your facility has set, then logs the results and sends a notification.
If a patient’s report can’t be sent: The robot adds that patient to a list and moves on to the next patient without stopping. Your staff member in charge follows up the next morning.
If the run stops partway: Depending on the task, we set up automatic reruns for when the robot stops. Here, the robot reruns, skips reports already sent, and notifies your staff member in charge once sending is complete.
If the screen changes: When a screen change keeps the robot from continuing, it stops the run and sends a notification. Once you let us know, MedSync modifies the robot to match the new screen.
If the password has expired: An expired password means the robot can’t sign in, so it sends a notification without starting the run. We ask your staff member in charge to manage the dedicated robot account and its password.
How this diagram works
The processing, logs, and notifications for all five scenarios are written into the page, but only the scenario you select is shown. With animation stopped, you can still read the same content.
radio + :has() (works without scripts) / CSS animation (the status circles change color in turn) / View Transitions (switching scenarios)
In older browsers, the five scenarios are stacked vertically.
*This is a sample to illustrate the flow. The facility, times, and patients are fictional. How the robot behaves when it stops, and how it notifies staff, are designed to fit each task and workflow.
M-AUTOMATE
Pair RPA with AI to automate summaries and drafts
RPA is best at rule-based operations. For tasks such as reading records to judge whether they meet certain conditions, or summarizing text according to your facility’s rules, we add AI.
The basic
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1By: RPARPA retrieves records
Pulls the required fields and records from the EHR and other business systems.
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2By: AIAI creates drafts
M-Automate reads the records according to your facility’s rules, extracts and summarizes the information needed, and creates document drafts and lists. -
3By: PersonA person reviews and edits
A healthcare professional reviews the draft and any points that need case-by-case attention, edits as needed, and finalizes it.
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4By: RPARPA files, exports, and sends
Transfers and files the reviewed and edited text, then exports it to PDF, saves, sends, and prints it.
RPA gathers the information, and AI drafts the document according to your facility’s rules. After a person reviews and edits the draft, RPA takes over again to file, export, and send it.
This is the basic flow. For some tasks, the draft may be filed or exported to PDF before a person reviews it. Before anything is sent outside your facility, a person reviews and edits the content.
What the AI creates is a draft. Physicians, nurses, and other healthcare professionals review and edit it and have the final say.
We adjust the wording to match each facility’s writing style.
*As of September 2026,
SUPPORT
From workflow analysis to operation and improvement after rollout
Before development, we show you how much time can be saved and the expected return on investment (ROI). After deployment, we check how long the work actually takes and verify the results.
What MedSync covers
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Workflow analysis
We ask about the steps involved in the task and your facility’s rules, then estimate how much time can be saved. We separate what will be automated from what people will check.
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Development
We design the robot around your facility’s procedures and write the specifications. The work is done by RPA engineers who know how medical institutions operate.
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Deployment
We test the robot with real data from your site and verify the results before going live. We show your staff member in charge how to operate it so your facility can keep it running.
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Maintenance and improvement
We run health checks, and if a robot stops, we find the cause and get it running again. Depending on the task, we also set up automatic reruns. We modify robots to keep up with screen changes in your systems, Windows updates, and changes to your procedures or document forms. We also handle problems with the robot PC. For ongoing operation, we have a privacy policy and a service level agreement (SLA) that defines the scope of support and service levels.
Who does what: your staff and MedSync
To keep the robots running reliably, your facility and MedSync each have a defined role. Notifications from the robots go to your staff member in charge. When a modification is needed, they contact us and we take care of it.
PersonWhat we ask your staff to handle
- Running the robots day to day and checking the results
- Following up on anything not sent or not processed
- Managing the dedicated robot account and its password
- Telling MedSync about EHR or other system updates and screen changes
MedSyncWhat MedSync handles
- Analyzing workflows, then designing and developing robots
- Investigating stops, restoring operation, and running health checks
- Modifying robots for screen changes, Windows updates, and form changes
- Answering questions about operating the robots
Support options
Choose from end-to-end support covering workflow analysis through operation and improvement, development-only projects, or online support for in-house development.
How patient information is handled
The robots run on PCs at your facility and operate the screens of your EHR and other systems. Run logs and lists are designed to hold only the patient information needed. For how data is handled when AI is added, see our information security page.
Development and operation focused on medical institutions
As an authorized reseller of the RPA tool BizRobo!, MedSync focuses its development and operation work on medical institutions. As of September 2026, at least 40 types of robots we developed in-house are at work in clinical settings.
FAQ
Frequently asked questions
We can hold meetings and consultations about operation online.
What kind of tasks do you start with?
We start with routine tasks done every day or every month. For hospitals, clinics, and home-visit nursing stations alike, we first identify the tasks to automate.
Do we need to replace our EHR?
We don’t assume a replacement. We suggest ways to make the most of the EHR and business systems you already use. Because RPA works through the screen, automation may be possible even without an API (a way for systems to exchange data). We’ll check your system and network environment and let you know whether it can be done.
Who handles daily operation?
We ask your staff member in charge to handle day-to-day runs and check the results. At deployment, we explain how to operate the robots and suggest a setup in which several people at your facility can run them. Troubleshooting and modifications for screen changes or procedure changes are covered under a maintenance and improvement contract.
If a robot stops, what happens to the work?
Your staff member in charge can tell that it stopped from the run log and, depending on the task, from a notification sent by the robot. Results are logged for each patient, so you can see which patients haven’t been processed yet. For tasks set up with automatic reruns, patients already processed are not processed twice. If a modification is needed, for example because a screen changed, MedSync handles it.
Could documents go to the wrong recipient?
For tasks that send documents by fax, the robot uses the recipient registered in the EHR and the fax number on file. If a patient has no recipient registered, the robot does not send that document. It adds the patient to a list and notifies your staff member in charge. We also design the robot so that documents already sent are not sent again.
Do we need a robot PC?
We recommend setting aside a dedicated PC to run the robot and keeping it on at all times. We’ll check your environment and advise on the PC and network settings needed for deployment.
Does patient information leave the facility?
When only BizRobo! robots are used, processing takes place on PCs at your facility. Patient information in the robot’s logs and lists is limited to what is necessary. When AI (
Will this take work away from our staff?
Robots handle rule-based operations. Your staff continue to review content and make decisions, as they do now. MedSync helps you automate not to cut staff, but to raise the quality of care. We recommend deciding before adoption how you’ll use the time saved.
We already use RPA. Can you help?
Yes, we can help. You can also choose online support for in-house development. If you use BizRobo!, AI (
When will we know the expected ROI?
We share it before development begins. We ask about the target tasks and how long they take now, then explain the expected ROI along with the estimated time savings.
CONTACT
Tell us which tasks eat up your time
Documents, tallying, or checks: if a task follows set steps, we’re glad to talk it through.
- We ask which tasks you’d like to automate. Even one task is fine.
- We review your actual steps and systems and tell you if RPA can operate them.
- We estimate how much working time automation can save.
