Every repetitive task, done before you notice
New-patient intake, appointment reminders, follow-ups, reactivation, referral tracking — connected across your PMS, calendar, SMS, and email. Every step logged, exportable, and yours.
Your front desk wasn't hired to be a human queue between four systems. That's what workflows are for
Six workflows, running right now in someone's practice
Not hypothetical. These are the workflows that fire hundreds of times a day across our accounts — and the ones your team is doing by hand.
New patient intake
Form to first visit
Web form triggers PMS record, insurance verification, welcome sequence, prep packet, and intake call — all in about two seconds.
Appointment reminders
Book once, follow up 4x
Confirmation on booking, prep instructions 24h before, reminder 2h before, thank-you after — SMS, email, or both.
Post-visit follow-up
Care that doesn't end at checkout
Thank-you message 1h after visit, review request 24h later (only if appropriate), billing summary when ready.
Patient reactivation
6+ months, gentle nudge
Auto-detects patients unseen for 6+ months. Sends a warm outreach in your voice, offers a slot, alerts your team for follow-up.
Referral tracking
Loop closed, not lost
Referring provider sends a patient — auto thank-you, patient intake, status updates back to the provider at each milestone.
Insurance & billing
Denial to resolution
Claim denied — auto-notify billing, alert patient with next steps, retry with the corrected code, escalate if it fails again.
Every automation, the same five stages
Trigger → check → act → delay → log. However complex the workflow, it's built from these five primitives.
Something happens
Form submitted, appointment booked, date passes — the workflow starts.
Rules evaluated
Insurance? New or returning? Preferences? Every condition, in order.
Actions executed
Send email, SMS, update PMS, create calendar event — often several at once.
Optional waits
24 hours before the review request. 6 months for reactivation. Configurable.
Every step recorded
Timing, result, reason. Exportable, auditable, tamper-proof.
One engine, every system
Your PMS, calendar, SMS, email — all in one rules engine, all logged in one tamper-proof audit trail.
What the workflows will never do
Every guardrail below is enforced in the rules engine — not policy. The automation can't break these if it tried.
Never sends without your approved template
Every message body is a template you signed off on. Merge fields are the only variable. No AI-improvised copy going to patients.
Never stores PHI in our systems
Patient data stays in your PMS. We route tokenized references, not identifiers — message content is delivered by your existing HIPAA-compliant providers.
Never overwrites manual edits
If a staff member edits a queued message or reschedules an action, the automation defers. Human decisions are preserved, always.
Never sends after quiet hours
Configurable per rule. No 2 AM appointment reminders, no Sunday morning review requests — unless you explicitly opt them in.
Never chains beyond your caps
Max messages per patient per week, per workflow. If a patient hits the cap, subsequent automations queue for human review rather than firing.
Never automates outside documented rules
Only rules you signed off on. No “AI improv,” no autonomous branch creation, no self-modifying flows. What you approve is what runs.
The systems you already use
Every major PMS, EHR, calendar, and messaging provider. If you're on it, we connect to it.
Something custom? If it has an API or a webhook, we can plug in. If it doesn't, we'll tell you what it'd take to build a bridge.
The commitments, every workflow inherits
Same standard as our PRM and chatbot. Every automation carries the same audit trail and the same kill-switch.
Automations are only as safe as the audit trail behind them
Every rule you approve is versioned. Every run is logged with reasoning. Every failure surfaces to your team. Nothing runs in the dark — even the automations.
What we hold ourselves accountable to
Operational commitments — not marketing numbers.
The workflows, answered
The questions practice owners and IT leads ask us most.
01
Do you build custom workflows or use templates?
Setup
Both. We start with a library of proven medical-practice workflows (intake, reminders, follow-ups, reactivation) and then customize them to your voice, timing, and PMS. Custom-from-scratch workflows we build too — usually within a week.
02
What systems can you actually connect to?
Integrations
Any PMS or EHR with an API (Dentrix, Eaglesoft, Athenahealth, Kareo, SimplePractice, and dozens more) plus Google Calendar, Outlook, Twilio, SendGrid, Stripe, and any webhook. If it doesn't have an API, we build a bridge — ask us.
03
Is this HIPAA compliant when it's handling patient data?
Compliance
Yes. We sign a BAA, never store PHI in our systems (it stays in yours), and route only tokenized references through the workflow engine. Any message content is delivered through your existing HIPAA-compliant channels (your SMS provider, your email).
04
What happens when a workflow fails mid-run?
Setup
Auto-retry with backoff, then alert — not silent failure. If a step fails after 3 retries, it queues for human review with the full context (what triggered it, what it was trying to do, what error came back). Every failure is visible in the audit log.
05
Can our staff override an automation?
Ownership
Always. Any staff member can pause a workflow instance, edit a queued message before it sends, or override a scheduled action. Manual edits are preserved — the automation never overwrites human decisions. That's enforced in code.
06
How much setup time do we need to invest?
Setup
Usually 3–5 hours across a couple of weeks. Kickoff call, workflow mapping (we do most of the work), voice/template review, integration credentials, a test run, then live. Most practices are running their first automations within 2 weeks.
Want us to map your practice's workflows?
Send us your top three repetitive tasks. Within a business day, we'll come back with a workflow map, an integration list, and an honest estimate of what it'd take to automate — free, no commitment.
Watch your workflows run themselves.
Tell us your three most repetitive tasks. Within a business day, we'll show you exactly how each would run as an automation — with the integration list, the timing, and the honest “here's what it'd cost to build.” Free, no commitment.