Case study · Operations platform · In production
A medical assistance company ran its operation across mailboxes and spreadsheets. We built the platform it now runs on — where the AI reads every incoming email and PDF, turns a request into a case, pulls the numbers off a hospital invoice and drafts the reply, and a person approves each step before anything goes out.
How we made it
A medical assistance company ran its operation across mailboxes and spreadsheets. We built the platform it now runs on — where the AI reads every incoming email and PDF, turns a request into a case, pulls the numbers off a hospital invoice and drafts the reply, and a person approves each step before anything goes out.
Case study · Operations platform · In production
We sat with the people doing the work and wrote down how it runs today, and where it hurts.
Try it here
The real screens, one step at a time — use the arrows or swipe. No sign-in.
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Mail is grouped by what it is about — new cases, existing cases, providers, finance — not by the address it reached.
Read from the conversation itself: if their message came last, we owe a reply; if ours did, we are waiting.
An insurer writes about a client with chest pain in Phuket. It is already marked as a new case.
Every decision shows its reason. This one asks for a guarantee of payment and says “new case”.
The patient’s name and the insurer’s own reference were pulled out of the message, and no existing case matches them.
Everything that could be read from the e-mail is ready in a draft case. One click opens it.
Date of birth, nationality, hotel, phone, complaint and reference — read from the message. The coordinator checks; they don’t type.
Issued automatically and guaranteed unique, even when two people open a case in the same second.
Everything is already filled in. Walk through the steps and create the case.
A reply to the insurer with our new reference, drafted from the right mailbox with its mandatory copy.
Approving and sending are two deliberate steps. Nothing leaves without a person.
Reference, status, patient and insurer — and the actions this case needs, at the top.
Providers are suggested from our own history: who treated our patients nearby before, and how often.
The one that has treated eight of our patients in Phuket comes first.
The enquiry says where, what, when and the medical need — no name or reference until they say yes.
The letter to the hospital is drafted from the case. Same rule: you approve, you send.
Their reply lands on the case and in the inbox, already matched — no one has to file it.
The insurer allowed EUR 5,000 without further approval, and that limit is already on the form.
Fill in the amount and the services. The letter goes out as a PDF after approval.
Who is waiting for whom, what was promised and the next step — worked out from the case itself.
Swipe, or use the arrows — on the screen or on your keyboard
The problem
Requests for help arrive by email from insurers and partners around the clock. Each one becomes a case with providers, guarantees of payment, invoices and payments in several currencies — and every step used to depend on someone remembering to copy it somewhere.
The platform reads the mail, proposes the case, tracks every guarantee and invoice, and keeps finance honest. Language models are optional and only ever draft: every message that leaves is approved by a person, with a mandatory copy and signature.
What we built
Pick one to see it
An insurer writes about a client with chest pain in Phuket. MedFlow files it as a new case request and says why — no one reads the whole inbox to find it.
Name, date of birth, hotel, phone, complaint and the insurer’s own reference are pulled out of the message and checked against existing cases.
One click opens the case with everything in place and our own reference issued. The coordinator checks; they don’t type.
The confirmation to the insurer is drafted for you. Approving and sending are two deliberate clicks.
Providers are suggested from who treated our patients nearby before, and how often. The enquiry to the hospital writes itself.
Amount, currency and services, with the insurer’s limits already on the form. The letter goes out as a PDF after approval.
Who is waiting for whom, what was promised and the next step — then invoices, payments and the audit trail behind it.
Try the approval flow
We automate the conversations and paperwork that eat your team’s day: WhatsApp and customer service, inboxes, replies, payments and documents. Routine answers go out on their own, inside rules you set; money, promises and exceptions wait for a person, with the source of every suggestion on screen. Try it:
Shared mailbox · 5 newNames and figures are illustrative
Sorted, with the reason for eachWaiting for a person
Incoming e-mailNames and figures are illustrative
From: ops@alpine-assist.example
Subject: Any update on MFA-002380?
Hello, any update on Ms L. Brandt (MFA-002380)?
Has the GOP been issued, and for what amount?
Thanks — Ops desk
Draft built from the case fileWaiting for a person
The amount was not in the file, so the model left a visible gap instead of guessing.
Bank statement · 3 linesNames and figures are illustrative
27 Oct · NORTHSEA INSURANCE · REF INV-1182 · EUR 4,200.00
27 Oct · ALPINE ASSIST AG · MFA002311 · EUR 1,962.50
28 Oct · INCOMING TRANSFER · NO REFERENCE · EUR 880.00
Proposed matchesWaiting for a person
Scanned judgment · ArabicNames and figures are illustrative
حكم — الدائرة التجارية الثالثة
القضية رقم 4400 لعام 1448هـ
المدعي: مؤسسة الأفق للسفر
المدعى عليه: شركة النخبة المحدودة
صدر الحكم بتاريخ 12/10/2026م
وحكمت المحكمة بإلزام المدعى عليه بأداء 120,000 ريال
وتسلّم وكيل المدعى عليه نسخة الحكم بتاريخ 15/10/2026م
Read by the model · deadline by the rulesWaiting for a person
Dates the model found are shown, never used as deadlines.
Appeal window — 30 days from receipt
Sun 15 Nov 2026
An illustrative rule. Real rules carry their legal source and the date they were last reviewed.
Provider invoice · PDFNames and figures are illustrative
Harbour Medical Centre — Invoice
Invoice no. INV-20417
Date: 14 Oct 2026
Patient ref: CASE-8842
Consultation and imaging
Total due: AED 3,450.00
Extracted for reviewWaiting for a person
The showroom
The showroom runs the production code with a thin layer on top. Each visitor gets their own database copied from a clean template, outbound connections are refused by default, and sending files the message in a Sent folder instead of reaching anyone.
We can open a live session for your team on request.
We will walk your team through it, then shape it around how your operation works.
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