Industries · Healthcare administration
Less paperwork at the front desk.
Practices, clinic groups and healthcare service companies lose hours to scheduling, intake forms, faxes and follow-up calls. We automate administrative work. We don't build clinical tools.
Book a free callClear scope
Administrative, not clinical.
We draw this line on purpose. It keeps the work practical, lowers risk, and leaves medical judgment with clinicians.
What we help with
- Scheduling, reminders and rescheduling
- Intake forms and document processing
- Referral and fax routing
- Front-desk answers to non-clinical questions
- Billing follow-up and reporting
What we don't do
- Diagnosis or triage
- Treatment recommendations
- Anything that replaces a clinician's judgment
- Tools that would handle PHI without a business associate agreement in place
Where the hours go
The work behind every appointment.
Administrative load is where most healthcare organizations feel the squeeze.
- 01
Scheduling and no-shows
Booking, confirming and rescheduling by phone takes staff time, and gaps in the schedule are costly.
- 02
Intake and forms
Patient information re-typed from paper or PDF forms into the practice management system.
- 03
Referrals and faxes
Incoming documents that need to be read, sorted and attached to the right record.
- 04
Phones
Routine questions like hours, directions and paperwork status fill the phone lines.
- 05
Billing follow-up
Tracking claim status and following up on balances, often in spreadsheets.
Where we'd start
Administrative wins, carefully scoped.
All built on HIPAA-appropriate services with the right agreements in place.
- Workflow
Appointment reminders
What we'd tryAutomated reminders and simple rescheduling by text or email, synced with your scheduling system.
Where a person stays inStaff handle anything beyond simple changes.
- Workflow
Intake processing
What we'd tryOnline intake forms, with key fields read and prepared for your system of record.
Where a person stays inStaff verify information before it's saved.
- Workflow
Document routing
What we'd tryIncoming faxes and referrals classified and routed to the right queue.
Where a person stays inStaff confirm the patient match and next step.
- Workflow
Front-desk assistant
What we'd tryAnswers non-clinical questions such as hours, locations and paperwork status.
Where a person stays inAnything clinical or urgent goes to a person immediately.
Handle with care
Patient data demands more.
General information, not legal advice. Rules vary by state and change over time; review your setup with qualified counsel.
Business associate agreements
Vendors that create, receive, maintain or transmit PHI for a covered entity are business associates and need a BAA. HHS lists a third-party AI chatbot on a patient portal as an example (HHS).
Minimum necessary
Automations should only see the patient information they need to do their job, and nothing more.
No clinical advice
Patient-facing tools must not diagnose, triage or recommend treatment, and must hand off to staff clearly.
State law
State rules, such as California's Confidentiality of Medical Information Act, can add requirements on top of HIPAA.
FAQ
Questions we hear.
Is it possible to use AI with patient data under HIPAA?
Yes, when the services involved are appropriate for PHI and the required business associate agreements are in place. Many popular consumer AI tools are not suitable. We check this before anything is built.
Will you sign a business associate agreement?
If a project requires us to access PHI, a BAA is part of the engagement. Many projects can also be designed so that we never need to see patient data.
Can an AI assistant answer patient calls?
For non-clinical questions such as hours, directions and paperwork, it can help. Clinical questions and anything urgent must go straight to your staff.
Insights
Further reading.
- AI risk and compliance basics for mid-sized businesses You don't need a compliance department to use AI responsibly. You need to know the main risks and a few sensible controls. Read the article
- How to choose an AI vendor or LLM provider Demos all look great. Data terms, real-world accuracy and exit options are where vendors differ. Read the article
- Automating the back office: where AI helps and where rules are enough Much back-office automation doesn't need AI at all. The trick is knowing which parts do. Read the article
Free 30-minute call
Find out where AI can help your business.
Tell us how your team works today. We'll tell you plainly where technology can save time, where it can't, and what a sensible first step would be.
Prefer the phone? Call (949) 691-0086