AI engineering for independent clinics

Less chasing. Smoother patient intake.

Help your front desk collect intake forms, follow up on missing paperwork, and prepare appointment reminders—without checking every inbox by hand. Your staff stay in control of sensitive messages and exceptions.

Request a free workflow review See how it works

$2,500 pilotTwo weeksPriorities agreed together. Production scoped separately.

Reminders stop when forms arrive
Staff-controlled messages
No automated medical advice

Intake & follow-upSample data

INTAKE R-1048 · FRONT DESK WORKLIST

One less form to chase.

Intake
Form missingReminder
PreparedStaff review
Awaiting form

Referral documentAttached to the packet

Received

Contact formReady for staff verification

Received

Intake questionnaireFollow-up prepared, not sent

Missing

REMINDER DRAFT · STAFF APPROVAL REQUIRED

Your intake questionnaire is still missing. Please complete it using the clinic's secure intake link before your visit.

When the form arrives, its pending reminder is cancelled. Paperwork status only—not a clinical assessment.

Where the time goes

Your front desk has enough to do without chasing every form.

Incomplete forms before a visit

Staff have to work out what is missing, find the right contact, and send another request.

Chasing the same paperwork again

A form arrives in one inbox while a reminder is still queued elsewhere. Follow-ups need to stop when the requested item arrives.

Referrals sitting between inboxes

Give each referral a visible status, next step, and owner instead of leaving staff to reconstruct the handoff.

Appointment changes create more back-and-forth

Confirmation replies, cancellation requests, and questions need to reach the right staff member—not disappear into another thread.

The workflow

Ask for what is missing. Stop chasing when it arrives.

Check the intake checklist
Match incoming forms and referral documents using agreed identity checks. Show staff exactly what is still missing.
Prepare a useful reminder
Draft a specific request through the clinic's approved channel. Staff approve the message and follow-up rules.
Stop the follow-up
When the required form arrives and is matched, update the checklist and cancel its pending reminder. Uncertain matches go to staff.
Hand off for staff review
Mark the paperwork complete and route it to the next owner. Staff handle clinical questions, urgent messages, and appointment decisions.

What we can build

Start with the work that keeps repeating.

Combine related improvements around your team's priorities. We agree on what can be built and tested during the pilot.

Intake forms and missing paperwork

Track the required forms, attach their sources, and prepare specific follow-ups instead of generic reminders.

Appointment reminders and replies

Prepare reminders from confirmed scheduling records. Route cancellation requests, changes, and replies to staff without independently changing appointments.

Referral tracking and handoffs

Give reception, referral coordinators, and scheduling one clear view of the paperwork, owner, and next step.

Answers from clinic procedures

Help staff find approved administrative instructions with sources. Clinical questions and potentially urgent messages go to staff, not an automated answer.

Built around your operation

Useful assistance. Clear boundaries.

Approved referral channels, secure forms, document storage, practice-management exports, and scheduling tools. EHR access depends on your vendor, permissions, and agreed integration scope.

For your technical team

The workflow can combine document extraction, a deterministic intake checklist, event-driven reminder cancellation, and a staff handoff queue. Check the current record before sending, deduplicate incoming events, and log status changes. Unclear documents, identity matches, and patient messages go to staff; model output is not used to decide clinical urgency.

Use synthetic or de-identified examples until data-handling requirements are agreed.
Keep uncertain identity matches and incomplete records in a staff review queue.
Define access, retention, vendor agreements, and the handling of sensitive information before connecting live data.
No autonomous triage, diagnosis, treatment advice, or appointment confirmation.

A focused place to start

Start with the forms your front desk keeps chasing.

Repeated follow-ups pull staff away from patients. Connect the paperwork, reminders, and handoffs so your team spends less effort checking what still needs attention.

What we could improve togetherImprove intake checklists, missing-form follow-ups, reminder handling, and staff handoffs. We prioritize the front-desk tasks that create the most chasing, using synthetic or de-identified examples.

What we’ll test together

The checklist correctly identifies which intake forms are still missing.
A matched form cancels its reminder; an unclear reply goes to staff.
Staff can verify the completed packet and compare manual follow-up effort.

We agree on success criteria before building, then document the results, limitations, and recommended next steps. No promised savings or obligation to proceed to production.

Clinic intake pilot

Two weeks

$2,500Agreed priorities · fixed price

The pilot can cover related workflows and improvements. We agree on priorities and deliverables together to fit the two-week engagement.

Intake and follow-up improvements prioritized with your team
Reminder cancellation and staff handoff rules
Synthetic or de-identified intake examples
A working pilot tested against real scenarios
Human review where appropriate
Documentation and source-code handover
Production roadmap and quote for the next phase

Request a free workflow reviewProduction deployment, extensive integrations, security or compliance hardening, and ongoing support are scoped separately.

FAQ

Before we get started.

Will reminders stop when the patient responds?

A matched form cancels its pending missing-form reminder. A reply that needs interpretation pauses the follow-up for staff review instead of continuing to chase. Message timing, approved channels, contact preferences, and stop rules are agreed with the clinic.

Is this a medical chatbot or a triage service?

No. This page covers administrative workflows. Clinical questions, urgency assessment, diagnosis, treatment, and appointment decisions remain with the clinic's qualified staff.

Can you connect to our EHR?

That depends on the vendor's approved APIs, access arrangements, and your requirements. We verify feasibility before proposing an integration. EHR access is not included by default in the pilot.

Can the pilot start without patient records?

Yes. Use synthetic or de-identified examples to test the administrative workflow. Live patient information is not connected until applicable agreements, vendor choices, access, storage, and operating controls are established.

Get started

Request a free workflow review

Tell us what is stuck. We will assess whether it is practical to solve and explain the most sensible next step.

Detailed workflow mapping, technical design, and implementation begin with a paid engagement.

✓A person reads every inquiry
✓We agree on data handling before we access any systems
✓Or email [email protected]