The clinical work is excellent. The front desk is drowning.
Clinics, networks and practices. Appointments, consent forms and credential renewals all have to be handled correctly, and all of it happens while somebody is standing at the desk.
Records, consent and appointments that can’t be taken on trust.
Almost everything that goes wrong administratively in a clinic goes wrong while somebody is standing at the desk: a message unanswered, a consent form taken home by the patient, a credential three weeks past its date. Our core employees answer what has a documented answer, audit each encounter against what must be on file, and refuse to mark anything complete because a person remembers it happening. Clinical judgement is never theirs.
What arrives, and how
Patient messages, scanned forms and voice notes, on the channels people already use, at any hour.
What we do with it
Answer from your own materials, audit every encounter, and track credentials to expiry with the renewal booked.
What never leaves your people
Clinical advice, altering a record, deciding a course of treatment.
The credential and file audit, exactly as Maya filed it.
Every line carries the check that produced it, and anything held stays visible with its reason attached. Structure and logic from a live deployment; values changed.
ConsoleFileEditViewWindowTue 24 Jun 15:38«Mi curso de RCP lo tomé en otro hospital, ¿les sirve la constancia de ellos?»
Your policy accepts an external certificate from an accredited provider, so Maya says yes, asks for the constancia and keeps the file open until it arrives. She does not clear a requirement on the strength of the course having happened.
Inside your practice management and records system — not beside them.
Reception keeps working the way reception works. Patients keep writing on WhatsApp. Clinical data stays in the systems it is already in, in the region you nominate.
Connected on the systems you already run
Built against the rules you’re audited on
Your checklist is the source of truth, not ours. When a rule moves and the checklist doesn’t, your compliance lead gets told.
Four of our core employees, specialized on your practice.
Each one arrives generic and is taught your sites, your rules and your checklist over roughly three months. Scope and permissions are set per system, by you.
First contact on every channel — bookings, rescheduling, reminders and the routine question that used to occupy the front desk.
Their page →
Clinical credentials and staff files tracked to expiry, with alerts at 90, 60 and 30 days and the renewal booked.
Their page →
Records and consent audited per encounter, with anything unevidenced held rather than assumed.
Their page →
Insurer billing and co-payments reconciled, with the discrepancy flagged before it becomes a write-off.
Their page →Most of it happens while the desk has a queue.
One Tuesday from a live deployment, reconstructed from the audit log. Times are local.
Alex answers 14 overnight messages and books six of them before the clinic opens.
Maya flags a CPR certification expiring in 28 days and books the renewal course.
Sara holds an encounter with no signed consent on file and asks reception to re-collect it.
Memo reconciles 84 insurer line items and flags three co-payments billed twice.
Alex confirms tomorrow’s appointments and fills two cancellations from the waiting list.
Alex answers a patient’s question about preparation for a procedure, from your own materials.
An estimate you can check, not a quote.
Every assumption is written underneath. If one of them is wrong for your operation, the number is wrong — tell us and we’ll run it on your real volumes during the diagnostic.
How many patient interactions does the practice handle in a month?
Tell us where the
work piles up.
Send us the process that keeps your team late and we'll come back with a concrete read on what an AI employee would take off their hands — not a generic deck.
- A real person reads every message. No chatbot, no ticket queue.
- We reply within one business day, in Spanish or English.
- The first conversation is a 30-minute operational diagnosis. No commitment.
A clinic network, eleven sites.
Company name withheld under NDA. Numbers verified by their own internal audit six months after go-live.
The front desk answered what it could and the rest went to voicemail. Consent forms were filed per site with no way to check completeness, and one credential had lapsed for six weeks before anyone noticed.
Alex answers every message within seconds and books directly into the calendar; Maya tracks every credential to expiry; Sara holds any encounter without a signed consent. Attendance is up a third and nothing is closed on memory.
Two weeks at your front desk, on your real patient flow.
Someone from our forward-deployment team works the desk and the records queue by hand, maps what is actually being lost, and shows you exactly where this fits. No commitment either way.