The one place where "paste it into ChatGPT" is the clearest breach there is.
A 150–500 bed hospital holds the most sensitive personal data in the country: discharge summaries, consent forms, insurance files, and the contracts with every vendor from the diagnostics lab to the laundry. This blueprint keeps the clinical systems exactly as they are and starts where the paperwork is: the documents the administration, insurance desk and compliance cell spend their day finding.
Who this is for
Modelled on representative organisation profiles. Test these parameters against your internal numbers.
Size band
Teams
Systems
Regulator
What is out of scope
The three documents and two processes
The 3 documents and 2 processes you already have. No new content has to be created to begin.
The 3 Core Document Sets
Hospital policies, SOPs and NABH evidence files
Hundreds of documents on a drive; the quality cell rebuilds the evidence binder before every assessment
"Show me the policy and the evidence it is followed"
Vendor, TPA and insurer contracts (labs, pharmacy, equipment AMCs, TPAs, empanelment agreements)
Scanned PDFs; renewal dates, rates and penalty clauses known to purchase and nobody else
Missed renewals, disputed TPA deductions
Insurance and TPA case files (pre-authorisation, discharge documents, query letters, settlement)
Searched by patient ID; the same query letter answered from scratch each time
Delayed settlements are cash flow
The 2 Mission-Critical Processes
TPA query replies
The insurance desk answers 30–80 query letters a day from the file; the common ones are the same ten questions
The work nobody was hired for
NABH evidence readiness
Quality cell spends four to six weeks before each assessment assembling evidence per standard
Nobody was hired for this either
Days 1–90 in four stages
A phased, non-disruptive roadmap. Governed rules signed first, production live by week three, full autonomy by day 90.
- PHASE 01Days 1–15
Map and write the rules
With the medical superintendent, the quality head and IT, we list where policies, contracts and insurance files sit, which desks are already pasting patient documents into public AI tools, and who may see what. Access, masking, retention and approval rules are written as hospital policy and approved by your own committee. The HIS and EMR are not touched.
Milestone: Signed rules & zero software footprint - PHASE 02Days 16–36
Open the door
Vectalk is deployed on your own server or your cloud account on policies, contracts and the insurance case files, read-only. Three weeks to production. From day 36 the purchase head asks "Which equipment AMCs expire in the next 90 days and what is the penalty for late renewal?" and gets the list with the clause. The quality head asks "Where is the evidence that the hand-hygiene policy was audited last quarter?" and gets the audit file.
Milestone: Vectalk deployed in private boundary - PHASE 03Days 37–60
The first worker: TPA queries
A Neo Agent reads each incoming TPA query letter, finds the answer in that patient's own file (discharge summary, bills, investigation reports), and drafts the reply. The insurance desk lead reviews and sends. Any query the file does not answer, or any query involving a dispute, goes to a named person. The agent sees only what the insurance desk is allowed to see.
Milestone: First autonomous worker live with approvals - PHASE 04Days 61–90
The second worker: NABH evidence
A second agent checks, every week, that each standard in your evidence map has a current policy, a record of implementation and an audit in the period. Gaps go to the quality head on one screen. At day 90 the audit log — who asked what, what they could see, what was drafted and who approved — is itself evidence under DPDP and NABH.
Milestone: Complete audit evidence & board report
The rules written first
The governance engine runs before the models. Rules are codified in software and signed off by responsible executives.
Access
ENFORCED RULEInsurance desk sees the files of patients with an active claim and nothing else; purchase sees contracts, never patient files; quality sees policies and evidence; the superintendent sees summaries
Masking
ENFORCED RULEPatient name, contact details and identifiers are masked for every role except the insurance desk lead and medical records; diagnoses are never shown to purchase or administration
Clinical boundary
ENFORCED RULEThe AI reads administrative and insurance documents; it never reads live clinical notes or writes to the EMR
Approvals
ENFORCED RULENo reply leaves the hospital without the named approver; a disputed deduction is a person's decision, not the agent's
Residency
ENFORCED RULEDocuments, embeddings and answers stay on the hospital's server or its cloud account in India; no public AI service is used
What the board sees at day 90
Modelled, with the inputs beside each number. Replace with your own.
- BOARD DELIVERABLE 01
TPA query turnaround from two days to the same day.
Input50 queries a day, 70% answerable from the file; drafts ready for review within the hour.
- BOARD DELIVERABLE 02
Zero patient documents pasted into a public AI.
Inputthe agent drafts from the patient's own file inside your boundary; the audit log shows it.
- BOARD DELIVERABLE 03
NABH evidence assembly from six weeks to one.
Input4 quality staff, 30 working days before each assessment; the weekly check removes the search.
- BOARD DELIVERABLE 04
No contract renewal missed.
Input200 active vendor and AMC contracts; renewal and penalty clauses tracked; reminders drafted 60 days ahead.
- BOARD DELIVERABLE 05
A policy-and-evidence question answered in under a minute.
Inputpolicies and evidence files loaded; the answer gives the document, the version and the audit record.
Price band and what recurs
Transparent pricing with zero hidden seat taxes or foreign inference surcharges. Board-ready clarity.
Vectalk on policies, contracts and insurance files
Licence and usage, yearly
First Neo Agent (TPA queries)
Per quarter
Second Neo Agent (NABH evidence)
Per quarter
One-time setup, document scanning support, rule-writing with your committee
Does not recur
FAQ
Straightforward answers to the compliance, security, and IT architecture questions boardrooms ask.
No. The pilot covers administration, insurance and compliance documents. It does not read live clinical notes, does not suggest anything clinical and does not write to the EMR.
It never leaves your server or your cloud account. Masking is applied before the AI sees a document, per role. There is no public AI service in the deployment.
No. It drafts from the patient's own file; the insurance desk lead reviews and sends every reply. Disputes always go to a person.
OCR and handling of mixed-language documents are part of the pilot; anything unreadable is flagged for a person rather than guessed.
No. It makes the evidence findable and checks it weekly; the policies and the practice are still yours and your consultant's.
Similar shape, different documents: see the PSU and utility blueprint
Compare how this governed 90-day pilot architecture applies across adjacent operational models.
AI your board can say yes to.
Bring one TPA query letter and one NABH standard.