How to Automate WeInfuse

WeInfuse schedules a chair around a drug worth thousands

An infusion appointment is not really an appointment. It is a chair, a nurse, a block of hours, and a vial of biologic that may cost more than everything else in the room. WeInfuse is the software that books all four, for infusion centres and for the home infusion and specialty pharmacies serving the same patients.

That drug is what makes this different from ordinary outpatient scheduling. It is bought before it is given and reimbursed afterwards, if the paperwork was right. Get the benefit check wrong and the centre has infused a medication worth thousands that it will not be paid for. Book a patient whose authorisation lapsed last week and the result is the same.

So the software carries the clinical side and the financial side at once: patient management, pre-treatment workflow, scheduling, inventory, clinical documentation, billing and claims, and reporting. The people in it all day are nurses, pharmacists, schedulers and the reimbursement staff sitting between them.

An unverified benefit is the most expensive mistake in the building

Almost all of the risk sits before treatment day, and almost all of it is administrative.

Somebody verifies benefits on the payer's own portal, patient by patient, for everyone on next week's schedule. Somebody else requests the prior authorisation and then chases it, because it went in eleven days ago and the status page still says pending. A third person checks whether a copay assistance enrolment has expired, on the foundation's separate site, which has its own rules and its own way of running out of money mid-year.

Then a referral arrives from a prescriber's office by fax, and someone types it in.

None of these people are doing the thing they were hired for. The nurse who understands the drug, the pharmacist who manages the inventory and the scheduler who knows the chairs are each spending part of the week reading other organisations' websites, one patient at a time.

WeInfuse

Benefit checks done before the booking Everyone scheduled in the next fortnight whose coverage has not been verified, named and ordered by date.

Authorisations that do not lapse quietly Payer portals read daily, so an expiry gets renewed rather than discovered on treatment day.

Assistance that is still funded Copay enrolments and foundation funds checked, so nobody arrives to a bill they were never warned about.

The estimator prices the visit before the drug is drawn

Inside the centre's own walls, WeInfuse covers a great deal of this properly.

The Pre-Treatment Workflow carries a patient from referral through the checks that have to clear before a booking. Patient and Margin Estimation is the piece most centres notice: it pre-codes the treatment, pulls the patient's current benefits, and produces both a patient responsibility estimate that can be printed or emailed and a margin estimate for the appointment, using current medication pricing and the insurance allowable. The centre knows before treatment day whether the visit makes money.

Inventory Management is schedule-driven rather than a stock count. It works out what each appointment needs from the ordered dose, the patient's weight and what is on hand, and vial scanning checks medication in with its lot and expiry, so the counts are real.

All of that works from what is already in WeInfuse. The benefit itself, the authorisation, the appeal, the assistance enrolment and the drug on backorder live on other organisations' sites. Each has its own login, and none of them will tell WeInfuse when something changed.

Next week's chairs can be checked before Monday

Everything that decides whether a treatment is covered gets settled before the patient sits down, on portals that belong to other organisations.

Every patient scheduled in the next fortnight whose benefits have not been verified, named and ordered by treatment date, so the gap is found while it can still be closed. Authorisation status read from each payer's portal, with anything expiring inside two weeks raised early enough to renew rather than reschedule.

Copay assistance enrolments checked against the foundation's own site, including whether the fund is still open, so a patient does not arrive to a bill nobody warned them about. Denials collected from each payer with their appeal windows, ordered by which one closes first rather than which is largest.

The specialty distributor's portal read for drugs on backorder, next to the appointments that need them, so a substitution is a conversation on Thursday instead of a cancellation on Monday.

With a drug going into a patient's arm, this part needs saying out loud. All of this gathers, compares and flags. It makes no clinical decision. Anything that changes a chart or a claim, and anything that reaches a patient, is prepared for a qualified person to read and send.

The margin is protected by work done before treatment day

Every payer site, foundation page and distributor portal has to be read by someone, and that reading is what decides whether a drug the centre already bought gets paid for.

WebRun is an AI agent that works a real Chrome browser, signed in as your staff are. It opens the payer portal, the assistance foundation and the distributor, reads what is there, and brings back a worklist with the dates attached.

It runs on your schedule in your own private environment, and a workflow can be locked to an explicit list of sites. You can watch a run and stop it. Nothing is written to a record and nothing goes to a patient without a qualified person approving it.

The workflows below are already built, and each one names what it opens.