What comes in
Patient email
- Where can I find the forms for my first visit?
- I would like to complete them before I arrive.
Email Agent
Keep patient messages moving.
Caesar handles routine patient email and portal messages. It drafts replies and sends clinical questions to your team. Your practice decides what can go out automatically and what needs approval.
- Your approval rules
- Conversations recorded in your EMR
See the work
An inbox with a clear next step.
Illustrative examples show a routine reply and a message that needs staff review.
What comes next
Reply prepared
- Here is the link to your intake forms.
- You can complete them on your phone before your visit.
The patient gets the form link. The reply is recorded in the chart.
What Email Agent does
- 1Read request
- 2Find approved forms
- 3Apply send rules
- 4Record reply
What comes in
Patient message
- I have a question about a medication change.
- Could someone on my care team review it?
What comes next
For the clinical team
- Medication question flagged for review.
- Original message and relevant chart context attached.
Staff receive the context needed to respond. The agent does not make a medication decision.
What Email Agent does
- 1Read message
- 2Identify clinical topic
- 3Route to staff
- 4Keep thread together
What it handles
Give every message a next step.
A request for directions should not need the same attention as a clinical question. Caesar sorts the inbox so your team can focus on the messages that need them.
Answer routine questions
Reply with your practice hours, directions, forms, or approved information about a visit.
Handle appointment requests
Read a scheduling request, check the connected calendar, and book according to your rules.
Route clinical questions
Send messages that need a clinician to the right team with the original conversation attached.
Keep the chart up to date
Record the message and reply in the patient chart so staff can see what was discussed.
Fits your practice
Fit the inbox you already use.
Start with the message types that take the most time and define who handles exceptions.
- 1
Connect the inbox
Confirm access to your email or patient portal and the relevant EMR records.
- 2
Set reply rules
Choose approved content and which replies require a person to review them.
- 3
Work each message
Caesar drafts a reply or routes the request to the appropriate team.
- 4
Keep the history
The conversation is logged in the connected chart for your staff to reference.
Clinical decisions stay with clinicians.
You control what the Email Agent can answer. Sensitive requests go to staff, and replies can wait for approval. A flagged message is a request for clinical attention, not an assessment of the patient.
- Choose auto-send or review by message type.
- Keep routing and approval rules specific to your practice.
Keep your existing system.
We confirm the available connections and functions in your electronic medical record system, or EMR, before setup.
Check your EMR integration
Available functions vary by system and agent.
Before you start
Your questions, answered.
What to expect from Email Agent, and what your team controls.
Can providers review messages before they send?
Yes. Require approval for every draft, or allow selected routine replies to send automatically. Approval thresholds and routing can vary by message type and provider. Approved routine workflows can run 24/7.
How does the Email Agent learn our communication style?
Existing messages and approved templates guide the tone and terminology. Provider edits and feedback refine the replies, while your team retains control over what can be sent.
What happens with a clinical emergency?
Medical natural language processing (NLP) flags keywords and context that need urgent attention, then routes the original message to clinical staff. It does not assess the patient or decide clinical severity. Your practice defines the escalation process.
Can we customize the auto-responses?
Yes. Set templates, approval thresholds and routing rules for each message type. Routine requests can use approved replies, while sensitive or unfamiliar requests wait for a person.
Does the Email Agent work with our existing patient portal?
It connects to standard email and supported patient portals, including Epic MyChart, athenahealth and Oracle Health (Cerner). No portal replacement is required. We confirm the available functions before setup.
Which patient and provider messages can it handle?
It handles scheduling, refill-status requests, forms and routine billing or insurance questions. It can share approved context for non-urgent lab inquiries and track form completion. Refill decisions, interpretation of results and clinical advice stay with your clinicians. Each thread is recorded in the connected chart.
Is the Email Agent HIPAA compliant?
Yes. The Email Agent runs on HIPAA-compliant infrastructure. Messaging uses end-to-end encrypted infrastructure. Caesar Health executes a Business Associate Agreement (BAA) at contract signing. SOC 2 Type II is in progress.
How do we estimate the value of inbox automation?
Start with message volume and the time staff spend on routine replies. Separate messages that can be handled under your rules from those needing clinical review, then use your own staffing costs in the ROI calculator.
Email Agent
Start with your busiest inbox.
Show us the messages your team handles every day. We will map the replies and review steps around them.
Book a demo