Healthcare workflow automation for practices that run on handoffs.
Less retyping between the front desk, the EHR and the inbox.
Most of the admin load in a practice is moving the same information from one place to another: a web form into the EHR, a fax into a chart, a referral into a schedule. We build the connections that do that moving, with your staff approving anything that touches a patient record.
- Free
- AI audit before you commit to anything
- Fixed price
- Builds quoted against a defined scope
- BAA
- Signed whenever PHI is in scope
Your staff are the integration layer between your systems
The same data, typed three times
A new patient fills in a web form, the front desk retypes it into the EHR, and someone retypes it again for the insurance check. Every pass is a chance for a wrong date of birth.
Faxes and portals nobody owns
Referrals, records and lab results arrive by fax, email and portal. Someone has to read each one, work out which patient it belongs to, and file it before the provider needs it.
Follow-up that depends on memory
Recall reminders, post-visit check-ins and missing-paperwork chases live on sticky notes and in people's heads. When the day gets busy, they are the first thing to slip.
What we build for medical practices
Each of these is a real engagement shape. Open one to see how it works, what it needs from you, and where a person stays in the loop.
Any figures are targets we scope towards, not guarantees. What you actually get depends on your volume, your systems, and how much stays under human review.
Patient intake into the EHR
Intake forms arrive on paper, by web form and over the phone, and the front desk retypes them into the chart before the visit.
Patient intake into the EHR
Intake forms arrive on paper, by web form and over the phone, and the front desk retypes them into the chart before the visit.Intake answers are captured once, checked for missing or inconsistent fields, and staged in the EHR for a staff member to confirm. Gaps trigger a request back to the patient before the appointment, not at the desk.
How it works
- 01Map your current intake form fields to the matching fields in your EHR
- 02Capture answers from your web form, tablet or a structured phone script
- 03Flag missing insurance details, conflicting dates and unsigned consents
- 04Stage the record for a staff member to review and confirm
- 05Send the patient a reminder for anything still missing before the visit
Where a person stays in the loop
Nothing is written to a chart without a person confirming it. The automation prepares the record; your staff decide whether it is right.
- Front desk confirms each new patient record before it is saved
- Anything the system cannot match to a field is routed to a person
- Every change is logged with who approved it
What it needs from you
- Your EHR, with an API or a supported import path
- Your current intake forms and consent documents
- A list of which fields are required for each visit type
Common questions
- What if our EHR does not have an open API?
- Many EHRs offer an import, an interface engine or a vendor marketplace instead. We check what your system and your contract tier actually allow during scoping, and tell you before quoting if the path is limited.
Typical build: 2 to 3 weeks·Aim: Charts ready before the patient arrives
Talk through this oneScheduling, reminders and recalls
Reminders go out inconsistently, recalls depend on someone running a report, and cancellations leave gaps nobody fills.
Scheduling, reminders and recalls
Reminders go out inconsistently, recalls depend on someone running a report, and cancellations leave gaps nobody fills.Reminders and recall outreach run from the schedule itself, on rules you set by visit type. Cancellations can offer the slot to patients on a waitlist, with staff approving the booking.
How it works
- 01Read upcoming appointments and recall due dates from your scheduling system
- 02Send reminders by text or email on the timing you choose for each visit type
- 03Log confirmations and cancellations back to the schedule
- 04Offer freed slots to a waitlist and hold them for staff approval
Where a person stays in the loop
Your team sets the rules and the message wording. Bookings made from the waitlist wait for a person to approve them.
- Message templates approved by the practice before launch
- Waitlist bookings confirmed by staff
What it needs from you
- Scheduling system or EHR calendar access
- An SMS or email provider (or we set one up)
- Your reminder timing and opt-out rules
Typical build: 2 to 3 weeks·Aim: Recalls that run on schedule
Talk through this oneReferral and records handoffs
Inbound referrals and records arrive by fax and email, and someone has to read, match and file each one by hand.
Referral and records handoffs
Inbound referrals and records arrive by fax and email, and someone has to read, match and file each one by hand.Incoming documents are read, matched to the right patient, labeled by type and queued for filing. Outbound referrals get tracked until the receiving office confirms.
How it works
- 01Route your e-fax and shared inbox into one intake queue
- 02Read each document and suggest the patient and document type
- 03Queue it for a staff member to confirm and file to the chart
- 04Track outbound referrals and flag ones with no response
Where a person stays in the loop
The system suggests a match and a label. A person confirms both before anything is filed.
- Low-confidence matches always go to a person
- Clinical documents are never summarized into the chart without review
What it needs from you
- E-fax service and shared inbox access
- EHR document import or API
Typical build: 3 to 4 weeks·Aim: A referral queue you can see
Talk through this onePost-visit follow-up and paperwork chases
Follow-up calls, unsigned forms and outstanding balances get chased when someone remembers to.
Post-visit follow-up and paperwork chases
Follow-up calls, unsigned forms and outstanding balances get chased when someone remembers to.Follow-up tasks are created from visit outcomes and worked through a single list, with routine messages sent automatically and anything clinical routed to the right person.
How it works
- 01Create follow-up tasks from visit type and outcome
- 02Send routine check-ins and form requests automatically
- 03Route clinical replies to the care team rather than answering them
- 04Close tasks when the form, payment or reply comes back
What it needs from you
- Visit outcomes or encounter data from the EHR
- Your current follow-up rules, even if they are informal
Typical build: 2 to 3 weeks·Aim: One list of what is outstanding
Talk through this oneBuilt inside your systems, not beside them.
We work in your cloud, using your tools, under least-privilege access. We never train models on your data, and you keep the source code.
BAA when PHI is in scope
We sign a Business Associate Agreement before touching protected health information.
BAA-eligible infrastructure
Builds run on cloud services that offer their own BAA, in your account where possible.
Least-privilege access
Each workflow gets only the data it needs, and access is removed when it is retired.
Audit trail
Every automated action and every human approval is logged.
Systems we build around
- Athenahealth
- eClinicalWorks
- DrChrono
- Practice Fusion
- Epic (via vendor programs)
- e-fax services
- Google Workspace
- Microsoft 365
- Twilio
These are systems practices commonly ask about, not a list of existing integrations. We connect where your system offers an API, an interface or a reliable export, and confirm what your plan allows during scoping.
Questions we get
What is healthcare workflow automation?
Healthcare workflow automation is software that moves information and tasks between a practice's systems without staff retyping them. Typical examples are intake forms flowing into the EHR, reminders sent from the schedule, and faxed referrals matched to the right chart. Where a step needs judgement, such as reading a faxed document, AI suggests the answer and a person confirms it.
Which healthcare workflows can be automated with AI?
The best candidates are high-volume and repetitive: patient intake, appointment reminders and recalls, insurance detail collection, referral and records intake, and post-visit follow-up. Clinical decisions are not on the list. We automate the administrative work around them and keep providers in charge of the care.
Is healthcare workflow automation software HIPAA compliant?
It can be, and ours is built to be. When protected health information is in scope we sign a Business Associate Agreement, build on infrastructure that offers its own BAA, limit each workflow to the minimum data it needs, encrypt data in transit and at rest, and log every access. Compliance also depends on how your practice uses the system, so we document those responsibilities with you.
How much does healthcare workflow automation cost for a small practice?
It depends on how many workflows are in scope, whether your EHR has a usable API, and your monthly volume. The AI audit is free and ends with a scoped estimate. Builds are fixed-price against that scope, and ongoing support is a flat monthly fee covering hosting, monitoring and model costs. Our pricing page explains what moves the number.
Does it integrate with our existing EHR/EMR system?
Usually, yes. We connect through your EHR's API, interface engine or import tools, depending on what your system and contract allow. Some vendors restrict access to approved partner programs, which can add time. We confirm the path during scoping and tell you before quoting if it is limited.
How long does it take to implement workflow automation in a medical practice?
Most builds go live in two to three weeks from a defined scope. Work involving PHI or an EHR with restricted access can take longer, which is why we scope before we quote. We usually start with one workflow, prove it, and add the next.
Can automation reduce patient intake and scheduling errors?
Yes. Most intake errors come from retyping, and automation removes the retyping. The system also checks for missing or inconsistent fields before the visit, so the front desk fixes problems ahead of time instead of at check-in. A person still confirms each record before it is saved.
What ROI can a healthcare practice expect from automating administrative workflows?
Return comes from staff hours given back, fewer intake and billing errors, and fewer empty appointment slots. How large it is depends on your patient volume and how manual the current process is. The free audit measures your current process first, so any estimate is based on your numbers rather than an industry average.
Will automation replace front-office or billing staff?
That is not what we build it for. The goal is to take the retyping, filing and chasing off your team so they can spend time with patients and on the exceptions that need a person. Every workflow we build keeps a person approving anything that changes a patient record.
Keep reading
- Healthcare AI AutomationAI that reads intake, records and chart notes and drafts the brief, the packet or the letter for a clinician to review.
- MindCare Health case studyA delivered healthcare build: ADHD pre-assessment that cut provider prep time from 2+ hours to 5 minutes.
- AI for Healthcare PracticesEverything we build for healthcare teams, in one place.
- Workflow AutomationHow we approach workflow automation in any industry.
Find the handoff that costs your front desk the most.
Book a scoping call. We will walk through intake, scheduling and referrals with you and tell you which one is worth automating first, and what it would cost.
Book a scoping call