Medical examinations and fitness assessments involve a lot of information. An appointment is rescheduled, a document is submitted, or a question comes in that requires action from an employee.
A large part of this communication takes place by email.
For organizations that conduct a high volume of medical examinations, this means employees spend time every day opening emails, reviewing them, linking them to the right dossier, and creating follow-up actions when necessary.
These administrative tasks take time. Time that could also be spent on more complex dossiers and specific questions that require personal attention and professional expertise.
But what if much of the routine email processing could be automated?
With the new Email Agent, incoming emails can be automatically processed within Microsoft Dynamics 365 Business Central.
The Email Agent periodically checks a configured shared mailbox for new messages.
When a new email arrives, the sender’s email address is automatically matched to a contact in Business Central. The Email Agent then identifies the most recently created dossier for that contact.
The email, including any attachments, is subsequently added to the dossier history.
For employees, this means they no longer have to manually copy, save, or add every relevant email to a dossier. When they open the dossier, the communication is already there.
Automation only adds value when you can trust that information ends up in the right place.
That is why the Email Agent does not simply link a message to a dossier when it is unclear who the email belongs to.
For example, if the email address cannot be matched to exactly one contact, or if the identified contact does not yet have a dossier, the email is placed in a queue.
An employee can then review and process the message manually.
In other words, the Email Agent does not guess when the required information is missing.
Adding the email to the dossier is the first step. The AI Agent can then review the email to determine whether a specific follow-up action is required.
For example, an email may indicate that someone needs to be called back or that a document needs to be prepared.
If the AI Agent has sufficient information and determines that action is required, it can automatically create a new task for the appropriate employee.
If an email is purely informational, or if important information is missing to reliably assign a task, the AI Agent takes no action.
Existing tasks are also not independently modified by the AI Agent. It can only create a new task when there is sufficient reason to do so.
This allows routine administrative work to be automated while employees remain available for the questions and dossiers where their knowledge and judgement really matter.
Email can play an important role in the daily processes of organizations conducting medical examinations, occupational health assessments, and fitness-for-work assessments.
This includes processes surrounding pre-employment medical examinations, periodic assessments, and role-specific fitness evaluations.
Throughout these processes, different types of communication and documentation may be received. When employees have to process and file this information manually every time, it takes valuable time and increases the risk of information not being recorded in the right place immediately.
The Email Agent automates this administrative part of the process.
Less time spent on routine email processing means more time for complex dossiers, specific questions and personal attention.
At the same time, employees remain in control whenever the system cannot determine with sufficient confidence what should happen next.
The Email Agent is a new feature within Dynamics Dossier Premium.
Dynamics Dossier is an extension for Microsoft Dynamics 365 Business Central that enables organizations to centrally manage information related to a person, dossier, or process.
Within a dossier, information such as documents, emails, appointments, tasks, notes, and process information can be brought together.
For medical assessment organizations, this means information related to an examination can be made accessible from a central dossier, while employees continue working within their familiar Business Central environment.
The Email Agent takes this one step further: incoming emails can now automatically become part of the dossier and, when necessary, directly trigger a follow-up action.
The goal of the Email Agent goes beyond saving time. It helps employees spend their time where they can add the most value.
Routine email processing can be handled automatically. Emails are matched and stored whenever possible, and AI can determine whether a follow-up action is required.
This leaves employees with more time for complex dossiers, specific questions and situations that require professional expertise and personal attention.
And when the system is not sure?
The employee remains in control.
This is how the Email Agent combines automation, AI and human expertise within Microsoft Dynamics 365 Business Central.
Do you want to learn more about the Email Agent? Please visit the webpage of the Dynamics Dossiers App. Or send an e-mail to info@q-team.nl
