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AI for medical offices: a calmer front desk
Phones, forms, faxes and insurance checks pull your front desk away from the patients in front of them. We build AI that handles the routine work, and nothing changes in the chart without your staff.
How we handle patient data
Nothing changes in the chart without your staff.
We'll walk through how patient data is handled during the audit, before anything is built.
- BAA. We're open to signing a HIPAA business associate agreement (BAA).
- Your accounts. Systems run in your own accounts, with access limited to what each one needs.
- Staff review. AI prepares and flags. Your team approves before anything is added.
- No training. We choose AI providers and settings that don't use your data to train their models.
We don't claim any compliance certification. We'll tell you plainly what we do.How we keep your data safe
Sound familiar?
Most of the front desk's day happens before and after the visit.
Phones that never stop
Scheduling, rescheduling and “what time is my appointment?” calls, all day and after hours.
Forms filled out in the lobby
Patients fill in paperwork when they arrive, then staff type it into your system.
Insurance checked at the last minute
Coverage problems show up at check-in, when there's no time to fix them.
Referrals and faxes
Every fax and referral has to be read, matched to a patient and sent to the right person.
Empty slots from no-shows
Missed appointments leave gaps nobody had time to fill.
The front desk, step by step
Three example workflows for a medical office. Pick one and watch it run. Your front desk keeps the final word.
Example workflow · medical office
Intake and insurance
Before, forms and insurance problems piled up at the front desk on the day of the visit.
- Visit booked (Your systems)
- Sends forms (AI does it)
- Checks insurance (AI does it)
- Desk reviews flags (Your team checks)
- Chart readybefore the patient walks in
- AI does it
- Your team checks
- Your systems
More of what AI can do for your office
We haven't published a medical project yet, so each of these is an example workflow: something we know how to build.
-
Reminders and rescheduling by text
Patients get reminders and can confirm or reschedule by text. Open slots can go to people on a waitlist.
BeforeStaff call patients one by one to confirm.
With AIConfirmations come back by text, and gaps get filled.
-
Prior-authorization packets
AI gathers the notes and documents a payer usually asks for and builds a packet for staff to review and send.
BeforeStaff hunt through the chart for each request.
With AIA packet is ready to review. No more hunting.
Uses document reading and AI agents.
-
Billing denials sorted
AI reads denial notices, groups them by reason, and lists what each one needs before it's sent again.
BeforeDenials pile up until someone can get to them.
With AIYour billing team starts with a sorted list.
Uses document reading and reporting.
AI never gives medical advice. Anything clinical goes to your staff.See all services
Which of these would calm your front desk most?
The audit answers that in writing, with a price for each piece. From $500.
Closest real result
10–20 hoursback a week at an insurance claims firm
That's what our missing-documents agent gives one insurance claims team. It isn't a medical office, but the work is close: asking for paperwork, checking what comes back and following up until it's complete.
See the claims workHow we'd start
Every engagement begins with a paid audit. You'll know the price of each step before it starts, and you can stop after any of them.
Find where the hours go
We talk with the people who do the work at your office, map how it flows, and hand you a written plan ranked by hours saved.
- 1–5 people$500
- 6–14$750
- 15–19$1,250
- 20–29$1,500
- 30 or moreCustom quote
Build the first workflow
Larger projects are priced in your plan. If your first project is $2,000 or more, your audit fee comes off the build price.
Keep it working
We watch it, fix it and improve it as your office changes.
Book an AI workflow auditYou can stop after any step. The written plan is yours to keep, whoever builds it.
Medical office questions
Something else on your mind? Call (305) 807-7015.
What can AI do for a medical office?
AI can handle front-desk routine: sending intake forms before the visit, checking insurance details early, sending reminders and handling rescheduling by text, sorting referrals and faxes, preparing prior-authorization packets and answering calls after hours. Anything clinical goes to your staff.
Will you sign a HIPAA business associate agreement?
We're open to signing a HIPAA business associate agreement (BAA). We'll talk through how patient data is handled during the audit, before anything is built.
Does AI change anything in the patient chart?
Not without your staff. AI prepares and flags information, and your team reviews it before anything is added to the chart.
Does it work with our EHR or practice management system?
It depends on the system. Many offer ways to connect, and some don't. The audit confirms what's possible with your setup before you pay for a build.
How much does it cost?
The audit is $500 for up to 5 people, $750 for 6 to 14, $1,250 for 15 to 19 and $1,500 for 20 to 29. Offices with 30 or more get a custom quote. First builds typically run $2,000 to $3,500.
Find out where AI fits in your firm
Start with a free call, or go straight to the audit. Either way, you talk to the person who builds it.
Not sure yet?
Book a free 20-minute call
Tell us what's eating your team's time. We'll tell you honestly if AI can help. No pitch, no obligation.
Book a free callReady?
Book your AI workflow audit, from $500
1–2 weeks, ending in a written plan ranked by hours saved, with a price for each piece.
Book your audit
Today, every call and every audit is led by our founder, Aramis M. Figueroa. Or call (305) 807-7015.
Not ready yet? Get the free “Is your firm ready for AI?” checklist
A 10-question checklist you can fill in over coffee. It shows where your team's hours go and which work AI could take on first.
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