AI for Healthcare Practices
AI that handles calls, scheduling, and insurance verification for your practice
We build custom AI that handles calls, scheduling, and insurance verification — so your staff can focus on what matters: helping patients.
Example buildout
Example: A 3-Location Dental Practice
A dental group with 3 locations, 12 providers, and 8 front desk staff. They use Dentrix for charting, Weave for phones, QuickBooks for accounting, and a patchwork of spreadsheets for everything else. Their front desk answers 200+ calls per day, 40% of which are appointment confirmations, reschedules, or insurance questions. No-show rate is 18%. Treatment plan acceptance is under 50%.
What we could build:
An AI phone agent that handles appointment scheduling, confirmations, insurance verification questions, and prescription refill requests — routing only complex calls to staff. Integrates directly with Dentrix's schedule via API.
An automated patient intake system that texts new patients a smart form 48 hours before their appointment. Responses auto-populate Dentrix fields — medical history, insurance info, consent forms — so the patient walks in and goes straight to the chair.
A treatment plan follow-up engine that identifies patients with unscheduled recommended treatment, scores them by urgency and revenue potential, and sends personalized outreach sequences via text and email. Staff get a daily dashboard of hot leads to call.
A real-time insurance eligibility checker that runs verification before every appointment and flags coverage issues 24 hours out — so your front desk isn't discovering problems when the patient is already in the chair.
A unified dashboard that shows all 3 locations' schedules, production numbers, AR aging, and patient flow in real-time. Office managers stop toggling between 6 tabs.
The result
No-show rate drops from 18% to 8%. Treatment plan acceptance climbs to 65%. Front desk handles 60% fewer phone calls. The practice adds ~$400K in annual production without adding a single provider.
A day at the front desk
Before
Phone rings nonstop from 8am. Staff juggles confirmations, reschedules, new patient calls, and insurance questions while patients wait at the window.
After
AI handles 60% of calls automatically. Patients confirm via text. Staff greets patients, handles complex cases, and actually gets lunch.
Before
New patient arrives. Clipboard, pen, 4 pages of forms. Front desk manually enters everything into Dentrix. Takes 15 minutes. Errors happen weekly.
After
Patient completed intake on their phone yesterday. Data is already in Dentrix. Patient checks in on a tablet in 30 seconds and goes straight back.
Before
Insurance verification happens at check-in. Surprise: coverage lapsed. Awkward conversation. Patient leaves. Revenue lost.
After
AI verified coverage 24 hours ago and flagged the issue. Front desk called the patient yesterday, updated their insurance, and confirmed the appointment.
Before
End of day: 47 patients had treatment plans presented. 19 scheduled. The other 28 go into a spreadsheet that nobody follows up on consistently.
After
AI scores all 28 unscheduled plans and begins personalized follow-up sequences. Within 2 weeks, 12 more schedule. The rest get periodic nurture.
Common problems we solve
Phone Overload
Your front desk is a switchboard. 200+ calls/day, most of which are routine — confirmations, directions, insurance questions. Skilled staff doing robot work.
Our solution: AI phone agent handles routine calls 24/7. Schedules appointments, answers FAQs, takes messages. Complex calls route to staff with full context.
No-Shows Bleeding Revenue
Empty chairs cost $300-500/hour in lost production. Generic reminder texts aren't cutting it. Your no-show rate is 15-20%.
Our solution: Smart multi-channel reminders (text, email, phone) timed to each patient's behavior patterns. Waitlist auto-fill when cancellations happen. No-shows drop below 10%.
Treatment Plans Dying on the Vine
Providers present treatment, patients say 'let me think about it,' and then nothing. $500K+ in recommended treatment sitting unscheduled.
Our solution: AI tracks every unscheduled plan, scores by urgency and value, and runs personalized follow-up campaigns. Staff get a prioritized call list daily.
Insurance Verification Chaos
Coverage surprises at check-in cause cancelled appointments, patient frustration, and write-offs. Manual verification takes 5-10 minutes per patient.
Our solution: Automated batch verification runs the night before. Flags issues with enough time to resolve them. Staff spends zero time on routine checks.
Data Trapped in Silos
Dentrix has clinical data, QuickBooks has financials, Weave has call logs, your spreadsheets have... everything else. Nobody has the full picture.
Our solution: Unified AI layer connects everything. Ask 'how's our AR at the Loveland office?' or 'which patients are overdue for hygiene?' and get instant answers.
Example tech stack
Every solution is custom-built for your business. Here's what a typical healthcare practices build looks like under the hood.
AI & Automation
Custom LLM agents, Twilio for voice/SMS, OpenAI for natural language understanding
Integrations
Dentrix API, Open Dental API, Eaglesoft connectors, QuickBooks API, Weave webhooks
Patient Communication
Custom SMS/email platform, AI voice agent, digital intake forms
Dashboard & Analytics
Next.js web app, real-time data sync, role-based access per location
Infrastructure
HIPAA-compliant cloud hosting, encrypted data at rest and in transit, SOC 2 aligned
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