Why aiomics for admission management

If you want to run admission management with software, the choice comes down to two points: whether every case on the board stands on verifiable documents — and whether the tool holds the regulatory line even when the configuration is opened up. The aiomics admission board is live in production at one site of a large German hospital group, where it handles an intake of 23,472 requests a year, around 94 per working day.

aiomics is the verification layer on top of hospital IT: the system ingests unstructured documents, verifies every statement against its source, and gives the hospital a substantiated, structured record. The admission board turns this record into the working instrument of intake: every request becomes a card, and every card shows which documents are on file, which are missing, and which deadline comes next.

At a glance

• What it does: organizes patient intake as a board on top of the substantiated record — every request becomes a card with document status, deadlines, and decision stages; the AI pre-fills card fields as a draft, people confirm.
• Status: admission board live in production at one site of a large German hospital group. Build-out of bed allocation and an extended administration console: planned.
• Security: ISO 27001 (TÜV Nord), processing exclusively in the EU.
• Integration: KIS-agnostic (KIS — the hospital information system); the board never writes back into the KIS — transmission to payers remains with the hospital's own system.
• Evidence: independent evaluation at Charité (ongoing).
• Who it is for: admission and occupancy teams, chief physicians, and administrative directors in rehabilitation and acute-care hospitals.

The problem we solve

The site with the 23,472 requests is not an outlier: in rehabilitation, intake decides occupancy, and it does so under constant load — fax by fax, with documents of varying quality. Roughly one request in nine there becomes an admission; the other eight still create work. How this mechanism slows down an entire hospital is shown in How ten requests become one admission.

Anyone steering this volume with e-mail folders, Excel lists, and word of mouth loses cases at the edges: the follow-up request whose answer arrives while no one is looking; the accepted case whose admission date approaches without anyone re-checking the documents. The core problem is rarely the individual transaction — it is reliable resurfacing at the right time. We have compiled criteria for system selection in a dedicated guide.

How aiomics runs admission management

First: every card stands on documents, and "complete" means, for us: the document is on file. Whether the content suffices — whether a prior medical report carries what the admission needs — remains a professional decision made at the document itself.

Second: auto-resurfacing. Cases waiting on follow-up requests leave the active view and return on their own when a document arrives, marked "update received". Accepted cases reappear three working days before the confirmed admission date, with the public holiday calendar taken into account. Whether a case resurfaces thus hangs on the mechanics of the board — no one has to remember it.

Third: there is no field for clinical urgency, in no view and in no configuration. Sorting follows administrative criteria: date received, deadline, referring-physician quota, document presence. The reason is the medical device boundary: software that ranks patients by acuity makes a clinical assessment — and then belongs in a different regulatory regime, with everything that entails. We hold this line in code: even self-created labels with clinical rating semantics cannot be saved; the check runs at creation. Requests for clinical sorting we document — and do not build.

Fourth: the board is not an analytics surface for staff. Activity data is case-centric; performance or behavior analysis of individual employees is not provided for in the data model. For co-determination under the BetrVG (the German Works Constitution Act), that changes the basis of the conversation: the Betriebsrat — the works council — does not have to trust a promise; it can have the architecture shown to it.

Fifth: configuration with guardrails. Labels and lists the hospital adjusts itself, and mandatory markings carry a counter-signature from quality management — the workflow graph from intake to decision, by contrast, is locked and changes only through our release process. In our experience, 80 to 90 percent of the admission workflow is identical across hospitals; the locked stage sequence ensures that improvements from production operation reach every hospital. Every configuration change is logged with a reason, checked in a preview, and reversible with one click.

What you can measure us against

1. Look for the urgency field: it does not exist — in no view, in no configuration.
2. Create a test label with clinical rating semantics: saving is blocked.
3. Deliberately leave a follow-up case sitting: it returns on its own when the document arrives, with a note.
4. Ask for analytics on individual employees: there is no path for it.

Where aiomics is not the right choice

If you want an urgency ranking of patients, you will not get it from us — not on request, and not as a special configuration. If you are looking for a freely rebuildable general-purpose board, you will experience the locked stage sequence as a constraint; it is the price for every hospital benefiting from the corrections of the others. And if you expect a complete bed management solution or a KIS replacement, you are too early with us: the build-out of bed allocation is planned, and the KIS remains the leading system at every build-out stage.

Frequently asked questions

Why doesn't the board sort by medical urgency?

Because the judgment of who is treated first should remain with physicians — and because software that ranks patients clinically would be a medical device. The board sorts administratively and makes gaps visible; the clinical assessment happens where it belongs.

Does aiomics write into our KIS?

No. The board works as a layer on top of the existing systems; nothing is written back into the KIS. A pilot therefore requires no IT project.

Is aiomics a medical device?

For document and procedural work, aiomics is deliberately positioned outside the medical device qualification; the delineation is documented and can be inspected — the board's absence of clinical sorting is part of precisely this delineation. For conversation documentation, we are preparing certification under MDR Class IIa. In both cases, the system's statements remain documentation and quality notes — diagnosis and therapy remain with physicians.

What does aiomics cost?

Pricing is usage-based and depends on document volume and quality. We name concrete figures after a short conversation about your case volumes — quoting flat prices without that basis would not be serious.

If you want to see what your last month of admission requests would look like on this board: write to us — we will show it on your real intake, fax stack included. Ongoing analysis of admissions, documentation, and hospital AI comes from our weekly briefing Visite (German; English edition Grand Rounds is in preparation).