A custom agent for intake, recalls, and paperwork prep, designed around HIPAA from the first architecture diagram and built on your EHR — athenahealth, eClinicalWorks, Tebra, or DrChrono. Built once for your practice, then operated on a monthly retainer.
Concrete examples, not a feature list. Each build starts from one workflow like these, scoped against the systems you already run.
Collects intake forms before the visit and runs insurance eligibility through your EHR or clearinghouse — athenahealth, Tebra, and similar platforms expose this directly. Front desk sees verified coverage and complete forms instead of doing both at the counter.
Works overdue recalls and same-day no-shows from your EHR schedule, sending reminders and rebooking links on your rules. Confirmations write back to the schedule, and patients who reply with questions get routed to staff.
Assembles referral packets and prior-authorization forms from data already in the chart, leaving staff to verify and submit. The hours saved are in the assembly, not the judgment — clinical decisions stay with your clinicians.
Sends the follow-up messages your protocols already define — care-instruction reminders, check-in prompts, satisfaction surveys — on schedule per visit type. Replies that mention symptoms route to clinical staff immediately.
Point solutions — an AI phone line or a standalone reminder service — run roughly $50-500/month and suit a single gap; the retainer is for practices that want intake, recalls, and paperwork prep integrated with the EHR under one documented compliance design, owned by the practice.
Setup is fixed-scope and quoted after discovery. Retainers start at $3,000/month depending on workflow complexity and support level.
We map your operations and pick the one workflow where an agent saves the most hours or revenue. You leave with a written scope, a timeline, and a fixed setup quote.
We build the agent on your tools, your data, and your compliance requirements — not a template. You review it against real cases before it goes live.
We host, monitor, and keep improving the agent: hosting and model costs, uptime monitoring, a monthly iteration cycle, and support with a response-time SLA.
HIPAA applies to this work, and the build is designed around it: PHI stays inside your EHR and BAA-covered infrastructure, no PHI reaches a model provider unless a BAA is in place and you have approved that path, access is scoped and logged, and the data-flow diagram is documented for your compliance review. One honest note: HIPAA has no certifying body, so anyone claiming to be "HIPAA certified" is overstating — we design to the requirements and show our work.
athenahealth, eClinicalWorks, DrChrono, and Tebra have APIs we work with directly. Larger hospital systems like Epic are a different scale of project and usually out of scope for a practice-level agent. We confirm your EHR’s access options in discovery, before you commit.
Only about logistics: appointments, forms, coverage, and the follow-up messages your protocols define. It gives no medical advice, and any message that mentions symptoms or medications is handed to clinical staff with the conversation attached.
Book a discovery call. We will scope one workflow, quote a fixed setup, and tell you honestly if an agent is not the right fix.
See the full Custom Company Agents offeringOther ways to put agents to work — managed plans, internal assistants, and full custom development.
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