AI for independent healthcare practices, including the ones with the hardest compliance load.
From dental and family medicine through specialty care and behavioral health treatment, we build the intake, documentation, and patient-communication workflows that get your team out of the inbox and back in the room, inside HIPAA and 42 CFR Part 2.
31 named workflow automations across 5 layers, mapped to your PMS
Pick the firm shape closest to yours
Each card opens a playbook built for a firm shaped like yours — with real workflows and a number on the outcome.
Dental Practice
1-4 chair general dentistry, hygiene-driven recall, insurance-heavy. Front desk runs on adrenaline and sticky notes.
Recovers ~$40-70k/yr in unfilled chair time at a 2-doctor practice running 1,400+ hygiene visits per year.
Family / Primary Care Practice
Solo or 2-3 provider primary care. Insurance-heavy, refill-heavy, prior-auth-heavy. Patient portal is half-used.
~$50-80k/yr in saved labor and recaptured prescription fills.
Mental Health & Behavioral Practice
Solo therapist up to 8-clinician group practice. Intake is the bottleneck. Notes after-hours are the hidden tax.
Recovers 5-7 hours/week of after-hours documentation per clinician, roughly $30-50k/yr per clinician in either reclaimed personal time or capacity for additional sessions.
Specialty Practice (Derm / Ortho / Cardio)
1-5 specialist practice with surgical or procedural workflow. Referral coordination + imaging + surgical scheduling is the operational spine.
~$120-220k/yr in additional captured procedural revenue.
Behavioral Health Treatment Center
Outpatient or residential treatment program. Intake + insurance verification + family/referent coordination + alumni follow-up. Census-driven economics.
~$700k-1.4M/yr in additional census at typical residential rates.
Urgent Care & Walk-In Clinic
High-volume walk-in clinic, 1-3 locations. Triage at the door, insurance at scale, and a front desk that never catches up between 5pm Friday and Monday morning.
~$180-320k/yr in captured visit revenue.
The work that's eating your team
You know what's broken. Here are the parts the system can run without you.
Front desk runs on adrenaline, not workflow
Six things hit at once and the team triages by emotion. Whatever's loudest gets done; whatever's silent (recall, treatment plan follow-up, unscheduled crowns) gets dropped. There's nothing wrong with the team. There's everything wrong with making humans the queue manager.
Insurance is a 14-minute call you make 30 times a week
Insurance verification, prior auth, eligibility check, benefits remaining. Each call is 8-20 minutes. Most of them don't need a human, they need someone to navigate a phone tree and read a screen. That's exactly what AI is for.
Treatment plan follow-up never happens
The doctor recommends a crown, an Invisalign consult, a deep cleaning, a colonoscopy. The patient leaves. The plan sits in the chart. Nobody calls. The patient forgets. The revenue evaporates. The team feels bad about not following up but there's no time. AI does the follow-up sequence and only escalates when the patient responds.
After-hours documentation is the silent burnout driver
Doctors and therapists finish notes at 8pm, 9pm, 10pm. It's not in the schedule. It's not paid. It's the difference between staying in the profession and leaving. Note-drafting AI (with mandatory clinical review) cuts that time by 60-80%.
Recall reports get printed and forgotten
Every PMS has a recall report. Every team intends to work it. It rarely gets worked because batching outreach to 200 overdue patients isn't a 30-minute job. Automated recall converts 8-15% of overdue patients into booked appointments without anyone touching a phone.
No one closes the loop with the referring provider
Specialty practices receive a referral, see the patient, and forget to send the report back. Primary care notices the gap. Future referrals slow down. AI auto-drafts the referral letter from the chart and queues it for clinician sign-off.
What we run for healthcare teams
Named workflows, not categories. Expand a group to see exactly what each one does and where it slots into your stack.
Front-of-house & first contact
4 workflows~25-40% lift in inquiry-to-appointment conversionThe first 30 seconds of any patient interaction, the hidden conversion funnel.
Front-of-house & first contact
4 workflows~25-40% lift in inquiry-to-appointment conversionThe first 30 seconds of any patient interaction, the hidden conversion funnel.
Missed-call text-back
LiveAny inbound call that goes to voicemail gets an automatic SMS within 30 seconds asking what the caller needs. Captures patients who would otherwise call another office during lunch, busy check-in/out, or after hours.
NervousHandsInbound call → voicemail~5-12 captured patients/monthVoicemail transcription & routing
LiveInbound voicemails are transcribed, classified (scheduling / billing / insurance / emergency / new patient / clinical question), and routed to the right queue with priority order. The team sees text, not voicemails to play back.
EyesBrainInbound voicemailNew-patient intake automation
LiveWeb-form or SMS-driven structured intake collecting demographics, insurance, presenting concern, medical history, consents, emergency contact, and pharmacy. Lands as a clean summary in the clinician's queue before the patient arrives.
EyesBrainMemoryWebsite form, inbound SMS, or referred leadPatient FAQ assistant
LiveWeb-chat or SMS-based assistant answering hours, accepted insurance, services, financing, emergency policy, first-visit prep. Hands off to a human the moment the question is clinical or sensitive.
BrainHandsWebsite chat or inbound SMS
Schedule density & cancellation recovery
4 workflowsRecovers ~$40-70k/yr per locationThe single biggest revenue lever for a chair-or-room-driven practice.
Schedule density & cancellation recovery
4 workflowsRecovers ~$40-70k/yr per locationThe single biggest revenue lever for a chair-or-room-driven practice.
Last-minute cancellation fill
LiveWithin 60 seconds of a same-day cancellation, the system finds the top patients (overdue, on waitlist, nearby, with unused benefits) and texts them in priority order with a 4-minute response window each. First YES wins the slot.
BrainMemoryHandsPMS cancellation event8-15 same-day fills/quarterSmart hygiene waitlist
LivePatients who want earlier appointments are added to a structured waitlist with preferences (mornings, specific hygienist, can do same-day). When openings appear, the system matches and offers automatically.
BrainMemorySchedule-change eventPatient running-late triage
Ready on engagementInbound "running late" SMS is classified by office rules (5 min late = OK, 20+ min = ask team, can't shorten = reschedule). Reduces phone interruptions and gives the front desk a clean queue.
BrainHandsInbound SMSNo-show recovery (medical)
Ready on engagementSame fill workflow as dental cancellation, applied to medical practices: no-show triggers an automated outreach to patients due for a similar appointment type within a configurable radius and benefit window.
BrainMemoryHandsPMS no-show event
Recall & reactivation
4 workflowsConverts 8-15% of overdue patients to bookedBringing patients back without anyone manually calling overdue lists.
Recall & reactivation
4 workflowsConverts 8-15% of overdue patients to bookedBringing patients back without anyone manually calling overdue lists.
Hygiene recall automation
LiveIdentifies patients due or overdue for cleanings, X-rays, exams, perio maintenance, fluoride, oral cancer screening. Sends a friendly outreach with available slots; books the response without a phone call.
NervousBrainHandsDaily 8am cron~12% of overdue patients reactivate within 30 daysInactive patient reactivation
LiveIdentifies patients not seen in 9 / 12 / 18 / 24 months and sends a personalized reactivation message. Re-engages a portion of patients who would otherwise have churned silently.
BrainMemoryHandsWeekly cronRecall outreach (annual physical / chronic care)
Ready on engagementFor primary care: identifies patients overdue for annual physicals, A1C check-ins, statin re-evaluation, depression screening, age-appropriate cancer screenings. Sends scheduling outreach calibrated to the appointment type.
NervousBrainHandsDaily cronInsurance benefits reminder
LiveLate in the calendar year, identifies patients with unused annual maximums + pending or overdue treatment + remaining benefits. Sends a soft message about year-end use of benefits.
BrainMemoryHandsQ4 weekly cron
Treatment plan & revenue recovery
4 workflowsRecovers 30-50% of unscheduled treatment valueClosing the loop on diagnosed-but-unscheduled treatment.
Treatment plan & revenue recovery
4 workflowsRecovers 30-50% of unscheduled treatment valueClosing the loop on diagnosed-but-unscheduled treatment.
Treatment plan follow-up
LiveAfter a visit with recommended treatment (crown, implant, Invisalign, deep cleaning, etc.), follows up with educational content + scheduling assistance + insurance/financing options. Hands off to staff when the patient asks a clinical question.
BrainMemoryHandsVisit closed with treatment plan flagged~40% of unscheduled treatment converts within 60dUnscheduled treatment dashboard
LiveOffice-manager dashboard showing every patient with treatment plans not yet scheduled, patient name, treatment type, estimated value, days since diagnosis, last contact, remaining benefits, priority. Replaces the printed report nobody reads.
MemoryHandsOn-demand + daily refreshCosmetic dentistry lead nurture
Ready on engagementPatients who expressed interest in higher-value services (Invisalign, whitening, veneers, implants, smile makeover) receive scheduled educational follow-up, FAQs, before/after, financing options, consultation links.
BrainHandsInterest eventFinancing education
Ready on engagementFor larger treatment plans, automatically explains options (CareCredit, Cherry, Sunbit, HSA/FSA, in-house arrangements, phased treatment when appropriate). Reduces sticker-shock drop-off.
BrainHandsTreatment plan with cost above threshold
Insurance, billing & administrative
4 workflows~10-15 hours/week of MA/admin time recoveredRemoving the unpaid administrative tax from the practice.
Insurance, billing & administrative
4 workflows~10-15 hours/week of MA/admin time recoveredRemoving the unpaid administrative tax from the practice.
Insurance verification
LivePre-appointment, the system checks eligibility, deductible, annual maximum, remaining benefits, waiting periods, and coverage for the planned procedures. Organizes the result into a one-screen summary the team can verify at a glance.
EyesBrainMemoryAppointment scheduled, run 48h before visitPrior-authorization drafter
LiveWhen a clinician orders a flagged medication, imaging, or procedure, the system pulls relevant chart sections, drafts the PA submission in the payer's required format, and queues for MA review.
EyesBrainMemoryHandsOrder signed in EHR~10 hours/week of MA time reclaimedOutstanding balance reminders
LivePatients with balances over a configurable threshold receive a friendly, branded reminder with a secure pay link. Reduces awkward manual collection calls.
BrainHandsWeekly cronRefill request triage
Ready on engagementInbound refill requests are triaged: chronic med within renewal window with no flagged labs → auto-drafted approval for clinician sign-off; needs labs first → message back to patient; out-of-norm → routed to clinician.
BrainMemoryRefill request received
Clinical documentation & post-visit
4 workflowsReducing the after-hours documentation tax, under hard clinical-review boundary.
Clinical documentation & post-visit
4 workflowsReducing the after-hours documentation tax, under hard clinical-review boundary.
Clinical note drafter (with review)
PilotClinician records a 60-90 second voice memo after each session/visit. AI drafts a SOAP-format clinical note in the clinician's preferred phrasing. Clinician reviews and signs in the EHR. AI never auto-saves to the chart.
EyesBrainVoice memo upload5-7 hours/week per clinician reclaimedPre-op / post-op instruction sequence
LiveAfter surgical or procedural appointments, a pre-built sequence handles pre-op fasting/prep instructions and post-op care, pain management, warning signs, suture removal, and follow-up scheduling.
NervousHandsProcedure scheduled / completedReview request automation
LiveAfter successful appointments, sends a Google review request. Patients indicating dissatisfaction route internally first so the team can address privately before any public review attempt.
BrainHandsVisit completed + satisfaction signalReferral letter to referring provider
Ready on engagementSpecialty practices: AI auto-drafts the referral-back letter to the referring provider from the visit chart. Clinician reviews and signs in 60 seconds.
BrainHandsSpecialty visit completed
Practice intelligence
2 workflowsThe practice-management layer the doctor or office manager actually has time for.
Practice intelligence
2 workflowsThe practice-management layer the doctor or office manager actually has time for.
Daily huddle dashboard
LiveEach morning, a one-screen briefing: patients today, new patients, open chair time, balances, insurance updates needed, unscheduled treatment, no-show risk, lab cases due, emergency openings, production goal vs scheduled.
MemoryHandsDaily 7am cronSchedule health monitor
Ready on engagementReal-time dashboard of open chair time, cancellations, no-show risk, waitlist matches, hygiene openings, doctor production gaps. Lets the office manager intervene before the day breaks.
MemoryHandsLive + on-demand
What the first 6 months look like
We ship in phases, each with a measurable success criterion before the next phase begins.
Weeks 1-4
Foundation: stop dropping patients between contacts
- Missed-call text-back live within 30 seconds
- Voicemail transcription & routing live
- Appointment-reminder optimization (7d / 3d / 24h / 2h cadence)
By end of Phase 1, no missed call goes unanswered for more than 30 seconds, and intake conversion lifts 10%+ over baseline.
Weeks 5-12
Schedule density: fill cancellations and bring back overdue patients
- Last-minute cancellation fill live with 4-minute response window logic
- Smart waitlist live and matching against openings automatically
- Hygiene recall (or annual physical recall for medical) running daily
By end of Phase 2, ≥60% of same-day cancellations are filled within 4 hours, and recall conversion lifts to ≥10%.
Weeks 13-20
Insurance & administrative tax: claw back MA/admin time
- Insurance verification running 48h before every appointment
- Prior-authorization drafter live (medical practices)
- Outstanding balance reminders running weekly
By end of Phase 3, MA/admin team recovers 8-12 hours/week on insurance + administrative work.
Weeks 21-26
Clinical documentation + practice intelligence
- Clinical note drafter live (with mandatory clinician review) in pilot mode
- Schedule health + revenue opportunity dashboards live
- Cosmetic / specialty / treatment-plan lead nurture sequences live
By end of Phase 4, after-hours documentation time drops 60%+ for clinicians who opt in, and the office manager has a single dashboard showing the operational health of the practice.
What the AI is allowed to do, and what it isn't
Healthcare is the most boundaried surface we work in. Anything that touches a clinical decision, a prescription, a diagnosis, or a sensitive patient communication is gated on human approval, not because AI couldn't draft it, but because the cost of a bad call is patient harm.
HIPAA
Every patient interaction, voicemail, SMS, intake form, note draft, dashboard view, touches PHI. The platform must be HIPAA-aligned end-to-end.
HIPAA
Every patient interaction, voicemail, SMS, intake form, note draft, dashboard view, touches PHI. The platform must be HIPAA-aligned end-to-end.
- Business Associate Agreement (BAA) executed with the practice
- All PHI encrypted at rest (AES-256) and in transit (TLS 1.3)
- Audit log of every read / write to a patient record, retained 7 years
- Access controlled by role; minimum-necessary enforced
- All AI providers used hold their own BAAs (Anthropic enterprise, OpenAI enterprise, AWS)
- PHI never logged to plaintext system logs
- Configurable PHI redaction before any third-party model call
Boundary: AI never makes a diagnosis, never determines treatment, never communicates clinical decisions to patients without a clinician's explicit review and approval.
State dental / medical board rules
Many states regulate patient communications, electronic prescribing, and clinical documentation specifically for dental and medical practices.
State dental / medical board rules
Many states regulate patient communications, electronic prescribing, and clinical documentation specifically for dental and medical practices.
- Communications templates reviewed for the practice's state-specific scope
- E-prescribing left to the EHR's existing rails, never replicated by AI
- Clinical-note templates configurable to state-required documentation standards
Boundary: We do not replace state-required clinical documentation. We assist clinicians in producing it faster.
SOC 2 Type II (platform-level)
Even when a practice doesn't ask for SOC 2, the underlying platform should meet it so the practice can answer 'yes' when their payer or referring hospital does.
SOC 2 Type II (platform-level)
Even when a practice doesn't ask for SOC 2, the underlying platform should meet it so the practice can answer 'yes' when their payer or referring hospital does.
- SOC 2 Type II audit on the underlying Supabase + Vercel + AWS infrastructure
- Quarterly access reviews
- Documented incident-response and breach-notification procedures
- Encrypted backups with documented recovery objectives
Pick one. Run it for a quarter. Prove it.
Real, measurable pilots with explicit success criteria, so the answer at the end is "yes, kept" or "no, scrapped" — not "maybe."
Cancellation-fill autoresponder
Stand up the cancellation-fill workflow against your existing PMS for a 30-day pilot.
Success criteria
- ·≥60% of same-day cancellations filled within 4 hours
- ·Median time from cancellation to fill ≤ 25 minutes
- ·Zero patient complaints about the SMS pattern
Recall reactivation blitz
Pull the overdue patient list out of the PMS once.
Success criteria
- ·≥8% of contacted overdue patients book within 30 days
- ·Zero patient complaints
- ·Average 1.5 message exchanges per booking (not phone-tag)
Prior-authorization assist
For one provider in a primary care practice: hook up the PA drafter to the EHR for 60 days.
Success criteria
- ·≥60% reduction in MA time-on-PA per submission
- ·≥1 day reduction in median time-to-approval
- ·Zero PA rejections caused by AI-introduced errors
We extend your stack, we don't replace it
Your systems of record stay. We plug into them and become the connective tissue between the tools you already pay for.
Get the automation map for your practice
Tell us your practice size, PMS, and the one thing that breaks most often. We'll come back with a written map of which 5-7 automations matter first, what the rollout looks like, and what the first 30 days would change.