We build the back office behind a practice: new-patient intake completed before the visit, reminders and recalls that fill the schedule, referrals and records requests tracked to completion, and insurance paperwork that moves without re-typing. Designed around your compliance obligations, with patient data staying in your systems of record, at a fixed price, then kept running.
Independent practices · dental · physio · veterinary
Practices lose time in the handoffs: between the phone and the schedule, the form and the chart, the referral and the specialist. These are the handoffs we automate.
New patients fill in forms on a clipboard, then someone types them in while the waiting room fills.
Patients complete intake, consent and insurance details from a link before the visit. Complete records flow into your practice system; incomplete ones get a nudge. The front desk greets people instead of transcribing them.
Your practice management or EHR system, secure forms, SMS and emailNo-shows and overdue recalls are the quiet revenue leak in every practice.
Appointment reminders with one-tap confirm or reschedule, waitlist offers when a slot opens, and recall campaigns for patients who are due. All in your voice, all logged.
Your scheduling system, SMS, email, phoneReferrals go out and nobody knows whether the specialist saw the patient. Records requests pile up in a fax inbox.
Every referral and records request becomes a tracked item with a status, a due date and automatic follow-ups. You see what is open on one screen instead of in six inboxes.
Fax-to-email, secure email, your practice systemEligibility checks, claim follow-ups and statements eat the office manager's afternoons.
Routine checks and follow-ups run on schedule; exceptions are handed to a person with the details filled in. Patient statements and payment reminders go out on time.
Your clearinghouse and billing system, QuickBooks, payment processorThree steps, each priced before it starts. You can stop after any of them and keep everything.
Half a day with you and your office. We map how work actually moves, put a dollar figure on the three biggest leaks, build a working prototype of one workflow and quote the build at a fixed price. The fee is credited to the build.
The agreed system goes live in phases, with your team trained on each one. Scope is what the diagnosis said; anything new goes through a written change request, so the price holds.
We watch it, fix it when a vendor changes something, and send a monthly report with the numbers. Improvements ship every month. Cancel with 30 days' notice; everything stays yours.
A worked example with sample numbers. Your diagnosis replaces these with yours.
Take a two-dentist practice with four operatories seeing about 90 patients a week. Suppose six appointments a week are no-shows or late cancellations that go unfilled, at an average visit value of $220.
If reminders with one-tap confirmation and waitlist offers fill half of those, that is three visits a week recovered, about $660.
Intake done before the visit saves the front desk about 10 minutes per new patient. At 15 new patients a week, that is two and a half hours, roughly $75 a week at a loaded $30 an hour, and a calmer front desk, which is the part the team notices first.
The three things owners ask us about before anything else, answered in writing.
The code, the data and every account are yours from day one. Leave whenever you like and take all of it with you.
Nothing your customers see goes out without someone on your side signing off. The system drafts; people decide.
Every workflow is monitored. When a vendor changes something and a step fails, we get the alert and fix it, usually before anyone notices.
We design the workflows around your compliance obligations and keep patient data in your systems of record, with access limited to what each step needs. Your compliance advisor signs off on the design before anything is built; we are engineers, not your legal counsel.
Reminders, confirmations and intake links do, in your wording. Clinical questions, complaints and anything that needs judgement go to your staff. The system never gives medical advice.
Most likely. Modern systems have interfaces for scheduling and records; where one does not, we work with its exports and secure forms. The diagnosis confirms exactly what your system allows before you commit.
We go one workflow at a time, usually reminders first because the team feels the relief fastest. Training is an hour per workflow, and the old way keeps working until everyone is comfortable.
You do, entirely. Code, data and accounts are yours from day one, and you can leave at any time with full documentation.
Practical reading from our News section. No sign-up, no pitch.
Tell us what is slowing your practice down. You talk to the person who would build it, and leave with a clear next step either way.
