With the purpose of improving the access to departmental legacy information systems, a multi agent based Virtual Electronic Patient Record (VEPR) was deployed at a major Portuguese Hospital. The agent module (MAID) is in charge of identifying new data produced (reports), collecting and making it available through an integrated web interface. The deployed MAID system uses a static interval for checking the existence of new data, however from the gathered data regarding each department data production it is observable a variable rate throughout the day. In order to address this variability an adaptive model was developed and tested in a simulated environment with real data. The model takes in consideration the past report production profiles for determining a variable query frequency in order to reduce the average time to make data available minimizing the number of departmental requests.