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Kontakt.io Access Agent Features

Kontakt.io's Access Agent represents a groundbreaking advancement in healthcare operations technology, specifically designed to revolutionize how outpatient clinics manage their physical spaces and patient flow. Launched in December 2025, this first-of-its-kind AI agent addresses one of the most persistent challenges in modern healthcare: inefficient room utilization that leads to longer patient wait times, reduced access to care, and unnecessary operational costs. The healthcare industry faces a critical capacity problem. Outpatient care is projected to comprise nearly 70% of hospital revenue by 2040, yet clinics struggle with fundamental inefficiencies in how they allocate and utilize their exam rooms. Traditional scheduling systems rely on static provider templates that don't account for the dynamic reality of clinical workflows. Providers are often assigned two rooms per provider even when usage is low, resulting in idle rooms, longer wait times, patient dissatisfaction, and bottlenecks that limit patient access and reduce hospital revenue. The statistics paint a stark picture of the access crisis. Patients face an average wait of 23.5 days for a family medicine appointment, with particular specialties such as gastroenterology extending up to 40 days. This isn't just an inconvenience—it's a barrier to care that affects health outcomes and patient satisfaction. Meanwhile, health systems are focused on optimizing provider templates, but they're doing so without data that shows how long appointments actually take and whether the clinic runs on time. Access Agent solves these problems by leveraging real-time location data and Electronic Medical Record (EMR) integration to dynamically improve room allocations. The system uses Kontakt.io's proven Real-Time Location System (RTLS) technology, which has been serving the nation's leading hospitals for more than a decade. What makes Access Agent unique is its AI-powered forecasting engine that predicts room availability and visit duration using historical data, enabling clinics to reduce idle time and increase utilization. The technical architecture of Access Agent is sophisticated yet elegantly simple. It relies on staff badges equipped with Bluetooth Low Energy (BLE) and Wi-Fi signals, along with in-room heat-mapping sensors, to detect precisely who is using each room and for how long. This tagless approach ensures a seamless and unobtrusive patient experience—no patient tagging is required. The system provides real-time visibility into room usage, feeding this data into a machine learning model that forecasts when rooms will become available. Dynamic room assignment is the core innovation. The AI automatically assigns rooms based on patient arrival times, care team availability, and workflow priorities to minimize delays. This isn't just about finding an empty room—it's about matching the right patient with the right room at the right time, considering the provider's location, the type of visit, and historical patterns of visit duration. The system's predictive visit duration forecasting uses historical provider and visit-type data to anticipate when rooms will become available, improving throughput planning. This capability is particularly valuable because different types of visits have vastly different durations. A routine check-up might take 15 minutes, while a complex consultation could require 45 minutes or more. Access Agent learns these patterns and uses them to optimize scheduling. Role-based occupancy tracking identifies care bottlenecks and key visit milestones by tracking which staff members occupy the room and when. This provides insights into workflow inefficiencies that might not be apparent from scheduling data alone. For example, if a room is consistently occupied longer than expected, the system can identify whether the delay is due to the provider, support staff, or other factors. Seamless EHR integration displays real-time room and patient status directly within Department Appointment Reports and standard clinical workflows. This means clinicians don't need to learn a new system—the information appears where they already work. The solution operates on existing Wi-Fi and BLE infrastructure, eliminating the need for costly upgrades. The patient experience component proactively alerts patients to delays and keeps them updated as timing changes. This reduces anxiety and improves satisfaction, addressing one of the most common complaints about healthcare visits: the uncertainty of wait times. Early results from pilot deployments at leading U.S. hospitals are impressive. Access Agent ensures patients are assigned to exam rooms only when their provider is ready or nearly ready, reducing time spent alone and creating a smoother, more predictable visit. Hospital COOs anticipate increased follow-up visits and stronger Net Promoter Scores, along with positive online reviews. The system lifts room utilization through dynamic rooming, typically from about 30% to nearly 50%—a 20% efficiency gain that translates directly to increased capacity. This new reality enables organizations to optimize templates and eliminate avoidable waits. System-wide, this means organizations can grow visits and providers without adding new space, increasing revenue while saving hundreds of millions in new construction costs. Access Agent is designed for rapid deployment and effortless integration. Built on Kontakt.io's platform, it connects seamlessly with leading EHR systems and operates on existing infrastructure. With built-in cloud-managed security and compliance, including HIPAA and SOC 2, the solution enables care teams to optimize patient flow and resource utilization without adding IT complexity. The broader implications of Access Agent extend beyond individual clinics. As healthcare systems face increasing pressure to do more with less, AI-powered operational optimization becomes essential. The technology demonstrates how real-time data, predictive analytics, and intelligent automation can transform healthcare delivery without requiring massive capital investments in new facilities. Looking forward, Access Agent represents a new category of healthcare operations technology: AI agents that don't just provide insights, but actively optimize workflows in real-time. This shift from reactive to proactive management could fundamentally change how healthcare organizations think about capacity, efficiency, and patient access. The success of Access Agent also highlights the importance of tagless patient tracking. By relying on staff badges and room sensors rather than requiring patients to wear tracking devices, the system maintains patient privacy and dignity while still providing the data needed for optimization. This approach respects patient autonomy while enabling operational improvements. As outpatient care continues to grow as a percentage of hospital revenue, solutions like Access Agent will become increasingly critical. The ability to unlock hidden capacity in existing facilities is not just a competitive advantage—it's a necessity for healthcare systems that want to remain financially viable while providing excellent patient care. The launch of Access Agent marks a significant milestone in the application of AI to healthcare operations. It demonstrates that AI can deliver tangible, measurable improvements in efficiency and patient experience, not just in clinical decision-making but in the fundamental operations that make healthcare delivery possible. For health systems looking to improve access, reduce costs, and enhance patient satisfaction, Access Agent offers a proven path forward.