Virtual services
Overview
Health Force, a healthcare-focused AI company, is redefining hospital efficiency through intelligent automation of administrative and logistical workflows. Within the framework of TEF-Health, Health Force conducted a two-month real-world pilot at Unidade Local de Saúde de Coimbra (ULS Coimbra EPE), validating its AI Agents in a live hospital environment.
The objective was clear yet ambitious: demonstrate that AI can eliminate repetitive manual administrative tasks without disrupting existing IT systems or altering established staff workflows. Rather than proposing a radical overhaul of hospital infrastructure, Health Force positioned its solution as a silent, secure, and seamlessly integrable layer of operational intelligence.
The pilot confirmed that AI-driven automation can operate reliably in complex healthcare settings, achieving Technology Readiness Level 6 (TRL 6) and paving the way toward TRL 7, system prototype validation in a fully operational environment.
Impact
The results of the pilot provide tangible evidence that hospital administrative automation is no longer a theoretical promise, but a deployable reality.
By automating recurring monthly administrative processes, Health Force AI Agents eliminated manual, low-value tasks that traditionally consume significant staff time. This translated into:
• Substantial time savings for hospital personnel
• Reduction of human error in repetitive data handling
• Improved data consistency and integrity
• No disruption to existing IT systems or workflows.
Crucially, the AI Agents operated within a secure validation framework: outputs were systematically verified, anonymized non-clinical data was published on a protected platform, and regular review meetings ensured transparency and continuous improvement.
For hospital management, this means measurable operational gains without systemic risk. For staff, it means the ability to refocus on higher-value, patient-centered activities rather than administrative burden. For the healthcare ecosystem at large, it signals a scalable pathway toward sustainable digital transformation.
The pilot proved how Health Force AI Agents eliminate manual work in admin processes, allowing staff to focus on higher value tasks, without IT disruption.
The collaboration demonstrates that AI in healthcare need not be invasive to be transformative.
The Challenge
Hospitals across Europe are structurally burdened by repetitive administrative tasks: monthly reporting, data validation, documentation handling, and cross-departmental coordination. These processes are essential, yet resource-intensive and prone to inefficiencies.
At the same time, healthcare institutions operate within a highly regulated environment where data integrity, compliance, and security are non-negotiable. Any innovation must therefore meet a dual imperative:
1. Deliver operational efficiency gains
2. Guarantee robustness, usability, and regulatory alignment.
Health Force faced a critical validation question: could AI Agents autonomously handle sensitive administrative workflows in a real hospital context, without interfering with legacy IT systems or requiring disruptive organizational change?
Demonstrating technical capability was not enough. The solution had to prove reliability, compliance, and seamless integration under real-world conditions.
The Solution
Through TEF-Health, Health Force gained access to a structured and secure testing environment at ULS Coimbra EPE, enabling rigorous real-world validation.
The pilot unfolded through a phased methodology:
• Identification of high-impact administrative use cases
• Detailed requirement mapping
• Direct observation of hospital workflows
• Automation of selected monthly administrative tasks
• Systematic validation of AI Agent outputs for usability and compliance
• Publication of anonymized, non-clinical data on a secure platform
• Two monthly review meetings to assess performance and refine the system.
This structured validation framework ensured not only performance testing, but also usability verification and compliance alignment.
The outcome was decisive: Health Force AI Agents successfully operated in a relevant hospital environment (TRL 6), demonstrating readiness for broader operational deployment. The system proved capable of integrating quietly into existing infrastructures, delivering automation without IT disruption, a critical differentiator in the healthcare sector.
By combining operational AI expertise with TEF-Health’s validation ecosystem, Health Force has moved beyond proof-of-concept. It has established a replicable model for hospital administrative automation that is secure, scalable, and market-ready.
