Online booking & waitlist
Patients book the right appointment type from your website. When someone cancels, the next person on the waitlist is offered the slot by text automatically.
Resultfewer gaps, fewer phone calls
Patients ready before they arrive
Forms completed, insurance verified, appointment confirmed, all before the patient walks in. We automate the front-office work around every visit so your team can look after the people in the room instead of chasing paperwork and phone calls.
Works alongside your EHR / PM systemBuilt on BAA-covered toolsFewer no-shows
Coverage activeeligibility checked automatically
TimePatientFormsInsuranceConfirmed
08:30
A. MoralesNew patient · consult
✓✓✓09:15
D. OkaforFollow-up
✓!✓10:00
L. BrennanNew patient · imaging
✓✓✓11:30
S. IqbalAnnual review
✓✓✓Ready: 3/4Needs staff: 1 · coverage changed
What we automate
The front-desk work that never ends.
These are the workflows practices most often hand to automation today: repetitive, rules-based and time-sensitive, and still done by hand in most clinics.
Digital intake forms
History, consents and questionnaires sent by text or email after booking, chased if incomplete, and written back to the chart, so there are no clipboards in the waiting room.
Resultvisits start on time
Insurance capture & eligibility
Patients photograph their card, the details are read automatically, and coverage is checked before the visit. Problems reach staff a day early, not at check-in.
Resultfewer surprise denials
Reminders & confirmations
A sequence of text and email reminders with one-tap confirm or reschedule. Unconfirmed appointments are flagged to staff with time to fill them.
Resultfewer no-shows
Recall & reactivation
Patients due for a check-up, review or follow-up are found in your system and invited back automatically, with a booking link and gentle follow-ups.
Resulta fuller schedule, no extra marketing
Referral & fax processing
Incoming referrals and faxed documents are read, key details extracted, matched to the patient or created as new, and routed to the right queue.
Resultno referral sitting in a fax tray
Referrals & documents
From fax tray to chart, without retyping.
Faxes and scanned PDFs are still how many referrals arrive. We read them automatically, pull out the details that matter, and check them against your records before anything is filed. Anything uncertain goes to a person to confirm.
- Document reading & extractionPatient details, referring provider, reason and urgency.
- Matched or createdLinked to an existing patient, or set up as a new one for review.
- Human check on low confidenceStaff confirm anything unclear in one click.
ProcessingInbound referral · 2 pages
Jordan Pike · 04/11/1979
Dr K. Mensah, Eastgate GP
Knee pain, MRI requested
Routine
✓ existing patient
✓ ortho referrals queue
No-show prevention
Every appointment, confirmed or refilled.
A reminder sequence that gives patients easy ways to confirm or reschedule, and gives your team time to fill a slot when they can't make it.
On bookingConfirmation
Details, directions and the intake form link.
7 days beforeForms nudge
Only sent if forms are still incomplete.
48 hours beforeConfirm or reschedule
One-tap reply, with the calendar updated instantly.
On cancellationWaitlist offer
Slot offered to the next patient automatically.
2 hours beforeFinal reminder
Parking and check-in instructions.
Built for healthcare
Patient data handled with care.
Healthcare automation has to be built differently. These are the defaults on every practice project.
BAA-covered vendors
Patient data only flows through tools that will sign a Business Associate Agreement.
Minimum necessary
Each step sees only the fields it needs. Reminders don't reveal clinical details.
Access & audit logs
Least-privilege accounts and a record of what each automation touched.
Humans make clinical calls
Automation handles admin. Anything clinical is routed to your staff.
We design with HIPAA requirements in mind. Your practice remains responsible for its own compliance program, and we'll work with your compliance lead.
How we roll it out
Live without disrupting clinic days.
We launch one workflow at a time, starting with the one that frees up the most front-desk hours.
1
Shadow the front desk
We map a real day: calls, forms, insurance checks, reminders, and count where the time goes.
Discovery2
Check the systems
What your EHR/PM system allows through APIs, exports or approved partners, and which tools fill the gaps.
Integration review3
Build & test
Workflows built on BAA-covered tools and tested with dummy patients before any real data flows.
Build4
Phased launch
Turned on for one provider or location first, checked with staff, then rolled out across the practice.
Go-live
athenahealth
DrChrono
Jane
Cliniko
Jotform HIPAA
Twilio
+ your system
Questions
Before you ask.
Does this work with our EHR?
Usually yes, but how depends on the system. Some have open APIs, some work through approved integration partners, and some only allow exports. We check yours before quoting and design around what it supports.
Is it HIPAA compliant?
We build with HIPAA requirements in mind: BAA-covered vendors, minimum-necessary data, access controls and audit logs. Compliance is a shared responsibility, so we work with your compliance lead and document how data moves.
Will older patients struggle with digital forms?
Forms are mobile-friendly and short, and paper or phone remains available. Staff can see who hasn't completed forms and help them before the visit.
Can we start with just reminders?
Yes. Reminders and confirmations are a common first project because they're quick to set up and the effect shows up in the schedule straight away.
Who handles insurance problems the automation finds?
Your team, with more notice. Eligibility issues are flagged to a staff queue the day before, with the details needed to resolve them, instead of being discovered at the front desk.
Pairs well with
Related services.
Give your front desk its day back.
Tell us which system you run and where the phone and paperwork pile up. We'll show you what can be automated first and what it would take.