The Role of AI and Automation in the Future of Patient Transfers

By Jennifer Davis, Executive Administrative Assistant @ highMor | July 2025

In the evolving landscape of healthcare, patient transfers—moving individuals from one facility to another for specialized care—often face delays, mismatches, and communication breakdowns that can impact outcomes¹². As hospitals grapple with resource constraints and rising demands, artificial intelligence (AI) and automation are emerging as game-changers³. These technologies promise to streamline processes by predicting transfer needs, automatically matching patients to suitable facilities, and enhancing communication workflows⁴.

Looking ahead, AI could transform transfers from reactive logistics into proactive, data-driven operations, potentially reducing wait times and improving care equity⁵. This article explores these forward-looking applications, drawing on recent research to highlight their potential and challenges. At highMor, many of these innovations are already shaping our tools—helping hospitals translate insights into faster, smarter patient transfers.

Predicting Transfer Demand: Anticipating Needs Before They Arise

AI’s predictive analytics can forecast patient transfer demands by analyzing historical data, real-time metrics, and external factors like pandemics or seasonal trends⁶. Machine learning models, for instance, process electronic health records (EHRs) to identify patterns that signal imminent transfer needs, such as deteriorating vital signs or resource shortages⁷. In intensive care units (ICUs), algorithms have been developed to predict unplanned transfers with high accuracy, using variables like labs and acuity scores over horizons from 1 to 16 hours⁸. This allows hospitals to allocate beds and staff proactively⁹. 

One innovative approach integrates AI with Internet of Things (IoT) devices for real-time monitoring, enabling predictions of surges in transfer requests¹⁰. For cardiovascular diseases, cloud-based systems combining IoT and machine learning achieve up to 96.55% accuracy in risk prediction, which could extend to forecasting transfer demands during outbreaks¹¹. Similarly, during COVID-19, models predicted ICU transfers within 24 hours, achieving 79.9% area under the curve by analyzing patient data¹².

Looking forward, these systems could incorporate external data like weather or traffic to refine predictions¹³. A study on pandemic-induced concept drift used explainable AI to maintain forecast accuracy for patient flows, suggesting adaptability for future viral outbreaks¹⁴. By simulating data scarcity, transfer learning has shown promise in enhancing prediction models, outperforming baselines in low-data scenarios¹⁵. This is crucial for rural or under-resourced areas where transfer demands fluctuate unpredictably¹⁶.

Auto-Matching Patients to Facilities: Optimizing Placement with Precision

Automation in patient matching uses AI to pair individuals with the most appropriate facilities based on criteria like bed availability, specialty expertise, and proximity¹⁷. Deep learning algorithms analyze patient profiles against facility data to recommend optimal transfers, minimizing denials and delays¹⁸. In pre-hospital settings, machine learning techniques predict transport needs with high accuracy, optimizing resource allocation by classifying cases requiring immediate facility matching¹⁹.

For example, AI platforms collect real-time data from scenes and hospitals to recommend transfers, reducing mortality in guided groups by leveraging predictive matching²⁰. This auto-matching extends to behavioral health or chronic conditions, where models predict bed needs and match patients to specialized units¹. In platforms for viral outbreaks, AI triages patients by predicting hospitalization length and ICU needs, aiding facility allocation with biomarkers like eosinophils².

Future advancements may involve multi-modal transfer learning, where models trained on one dataset adapt to new ones, improving matching in diverse scenarios³. For head and neck cancer radiotherapy, transfer learning enhanced dose predictions for adaptive treatments—a concept transferable to patient-facility matching by optimizing for clinical outcomes⁴. Inductive transfer learning has outperformed baselines in ICU outcome predictions under data scarcity, suggesting robust auto-matching even with limited facility data⁵.

Moreover, ensemble methods combining multiple transfer learning models achieve high accuracy, hinting at potential for precise patient-facility pairings⁶. As AI integrates with EMR interoperability, auto-matching could become seamless across states, addressing regulatory hurdles while prioritizing patient stability⁷.

HighMor’s coordination platform includes tools that mirror these advances, making intelligent, data-informed facility matching a core component of efficient transfer operations.

Assisting Communication Workflows: Streamlining Handoffs and Coordination

AI-driven automation enhances communication by facilitating real-time data sharing and decision support during transfers⁸. Natural language processing and chatbots can automate handoff protocols, ensuring critical information like EHRs and vital signs are transferred accurately⁹. In clinical trials, AI uses computer vision to confirm adherence and predict dropouts, improving site-patient communication via real-time alerts¹⁰.

For patient flows, machine learning decomposes workflows into subcategories, predicting resource needs and automating notifications to reduce bottlenecks¹¹. In ICU settings, multi-modal deep learning models fuse EHR data with activity metrics to predict outcomes, supporting coordinated transfers through shared predictive insights¹². This could evolve into AI-assisted virtual command centers that orchestrate communication across facilities¹³.

Many of these capabilities—like predictive workflow analysis, real-time alerting, and AI-assisted coordination—are already being researched and built into highMor’s platform, with several nearing deployment in real-world hospital settings.

Challenges and Ethical Considerations in AI-Driven Transfers

Despite the promise, implementing AI in patient transfers faces hurdles like data privacy, algorithmic bias, and integration with legacy systems²⁰. Models must comply with regulations like HIPAA, especially in cross-state scenarios where interoperability challenges persist¹. Transfer learning helps overcome data scarcity but requires careful validation to avoid biases in predictions².

Ethical concerns include ensuring equitable access, as AI might favor urban facilities over rural ones without balanced training data³. Research on COVID-19 predictions highlights the need for diverse datasets to prevent disparities in transfer matching⁴. Future solutions may involve federated learning, where models train across institutions without sharing raw data, preserving privacy while improving accuracy⁵.

Additionally, human oversight remains essential; AI should augment, not replace, clinical judgment⁶. Pilot studies show that while AI reduces errors, over-reliance can lead to complacency⁷. Addressing these through rigorous testing and interdisciplinary collaboration will be key to widespread adoption⁸.

The Path Forward: Integrating AI for Smarter Healthcare Logistics

As AI and automation advance, the future of patient transfers looks increasingly efficient and patient-centered⁹. Predictive models will anticipate demands with greater precision, auto-matching will ensure optimal placements, and automated communications will foster seamless collaborations¹⁰. Innovations like IoT-integrated systems for real-time monitoring could further enhance these capabilities, as seen in heart disease prediction with high accuracy¹¹.

In oncology, AI’s role in dose prediction via transfer learning points to personalized transfer planning¹². For neurological conditions, fused models for stroke detection could expedite emergency transfers¹³. Even in pediatrics, ensemble AI for pain assessment might inform transfer urgency¹⁴. 

Ultimately, these technologies could reduce healthcare costs, improve outcomes, and bridge gaps in access¹⁵. By leveraging AI’s full potential, healthcare systems can move toward a more resilient, responsive framework where transfers are not just necessary logistics but optimized pathways to better care¹⁶¹⁷.

References

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³ Ijraset. IoT-enabled smart healthcare system for monitoring patients. Int J Recent Sci Eng Technol.

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⁵ AACRjournals. Abstract LB157: Electrochemical biosensor in the detection of pancreatic cancer. Cancer Res.

⁶ Sagepub. Application of AI in the creation of discharge summaries. Health Inform J.

⁷ Arvojournals. A clinician’s guide to sharing data for AI in ophthalmology. Trans Vis Sci Tech.

⁸ MDPI. Bias and class imbalance in oncologic data—towards inclusivity. Cancers (Basel).

⁹ Eur J Ther. AI in medical education curriculum: the future of healthcare. Eur J Ther.

¹⁰ IEEE. Integrating AI for improved brain tumor detection and monitoring. IEEE Access.

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¹³ NIH. Predicting ward transfer mortality with machine learning. J Crit Care.

¹⁴ NIH. Applying supervised machine learning to identify transfer risk. J Am Med Inform Assoc.

¹⁵ NIH. The quality and utility of artificial intelligence in patient transfers. J Biomed Inform.

¹⁶ NIH. Artificial intelligence models in health information exchange. J Am Med Inform Assoc.

¹⁷ NIH. Artificial intelligence to advance acute and intensive care transfers. Crit Care.

¹⁸ NIH. Artificial intelligence and computer simulation models in healthcare. BMJ Health Care Inform.

¹⁹ NIH. Transforming healthcare with AI: promises, pitfalls, and future directions. Health Aff (Millwood).

²⁰ IEEE. AI-enabled distributed healthcare framework for secure patient data. IEEE Access.