We build AI systems for medical practices.
Your front office answers the phone, books the visit, collects the forms and chases the paperwork. We build AI systems for that work, in the tools your practice already uses, with a person on your staff behind every one.
At a glance
- What it is
- Administrative AI systems for your front office, designed, built and installed in the tools your practice already uses.
- What it costs
- $10,000 to $20,000 for the AI readiness assessment, credited in full if you go on. $25,000 to $75,000 to build. Or start with one workflow, $7,500 fixed. Support after launch is optional, $3,000 to $10,000 a month.
- How long
- Two to three weeks for the assessment. Six to twelve weeks to build. About three weeks for one workflow.
- What you keep
- The workflows, prompts, configuration and documentation, in your own accounts.
- Who leads it
- Anthony Clemenza leads every engagement.
- The legal side
- We sign a business associate agreement before we touch patient information, and until then we build on made-up data. HIPAA sets the rules; the practice remains responsible for its own compliance program, and we build to support it.
What we build for a medical practice.
- 01
Phone and after-hours handling
Answers calls, books and moves appointments in your scheduling system, and routes each call by its reason. An emergency instruction is part of every script, and every call has a way to reach a person.
- 02
Patient intake and forms
Pre-visit packets, insurance card capture and consent forms, handed off to the record system you already use.
- 03
Referral and prior-authorization paperwork
The packet is assembled and its status tracked. A member of your staff reviews it and submits it.
- 04
Reminders and no-show follow-up
Recall and reminder messages sent through the channels your practice already uses.
- 05
Billing support
Worklists for denied claims and drafted payment-plan messages for your billing staff to review.
- 06
Operating controls
Who may use which tool, what patient information each can see, a log of what happened, and access that ends when someone leaves.
What these systems do, and what they do not.
Administrative work only
Our systems handle scheduling, intake, and paperwork. They do not give medical advice, and urgent calls go to a person.
A business associate agreement first
We sign a business associate agreement before we touch patient information, and until then we build on made-up data.
Covered systems
We build so patient information stays in systems covered by a business associate agreement, including the AI services we use.
A person behind every system
Every system has a documented path to a human.
Every clinical decision stays with your clinicians. Our systems never diagnose, never triage symptoms and never replace clinical judgment. HIPAA sets the rules; the practice remains responsible for its own compliance program, and we build to support it. What the rules require of you is a question for your own counsel.
What we have already built.
These run in companies our principal owns or leads. They show what we can build for an administrative team, not results for anyone else.
Intake and booking
A guided form with bot protection, booking, and a confirmation the moment a person finishes.
A private portal
Role-based access, each person's records kept apart, and two-factor sign-in required on firm accounts.
Hand-off to a person
An assistant that answers only from approved documents and passes the question to a person when the record does not settle it.
Questions people ask before they begin.
What can an AI receptionist actually do for a doctor's office?
It can answer calls, book and move appointments in your scheduling system, and route each call by its reason, with a person behind it. It can also send reminders and take forms before a visit. It does not give medical advice, and urgent calls go to a person on your staff.
Will the AI give medical advice or handle urgent symptoms?
No. Our systems handle scheduling, intake, and paperwork. They do not give medical advice, and urgent calls go to a person. An emergency instruction is part of every script. We do not build systems that diagnose, triage symptoms or support clinical decisions, because that is not the work we do.
Do you sign a business associate agreement?
Yes. We sign a business associate agreement before we touch patient information, and until then we build on made-up data. We also build so patient information stays in systems covered by a business associate agreement, including the AI services we use. The agreement is the written contract that sets out how we may handle it.
Where does patient information go, and who can see it?
Into systems covered by a business associate agreement, including the AI services we use, and only to the people and systems you approve. Before you sign, we write down where it goes and who can see it. We build in a log of access, so you can see who used what and when.
Who is responsible for HIPAA, you or the practice?
Both of us, each for our own part. Once we sign a business associate agreement, HIPAA's rules for business associates apply to how we handle patient information, and the agreement sets out what we may do with it. The practice remains responsible for its own compliance program, and we build to support it. Whether your program meets the rules is for your own counsel.
Can you work inside the tools we already use?
Where the tool allows it, yes. During the assessment we list what you use today, such as your scheduling and practice-management system, phones and email, and say which can be connected safely and which cannot. We build around what you already have before suggesting you replace anything, so your people are not learning a new system.
Do we have to tell patients they are talking to an AI?
That is a question for your own counsel, because the answer can depend on your state and on how the system is used. We build so a system can say it is an automated assistant, and every call has a way to reach a person on your staff, whatever your counsel decides.
Can AI help with prior authorizations, and who submits them?
It can assemble the packet and track its status. A member of your staff reviews the packet and submits it. We do not build anything that submits a prior authorization on its own, because the person who submits it is the person who answers for it.
How much does AI implementation cost for a medical practice?
$10,000 to $20,000 for the readiness assessment, then $25,000 to $75,000 to build, fixed in writing once the scope is agreed. The assessment is credited in full against the build. If you would rather start with one job, the First Workflow is $7,500 fixed, and that fee is credited against Implementation if you continue within six months.
How do you handle calls that are recorded or transcribed?
Whether and how a call may be recorded depends on your state, and that is a question for your own counsel. We build so recording is off unless you turn it on, and any recording or transcript is stored only in systems covered by a business associate agreement, with a retention period you choose.
What happens when the AI does not understand a caller?
It hands the call to a person. Every system has a documented path to a human, and we test that path before any patient is on the line. A caller who is confused, upset or describing something urgent should reach your staff, not a menu.
How long does it take to go live, and how do you test?
About three weeks for one workflow, and six to twelve weeks for a full build. We test with made-up data until the business associate agreement is signed, then with your staff, and only then with patients, in steps. Nothing goes live until you have watched it work and approved it.
What stays under the practice's control if we part ways?
Everything we build. The workflows, prompts, configuration and documentation are yours at handover, in your own accounts, and you can run them without us. Patient information stays where you put it. Operate, our monthly support, is optional and ends on notice.
Start with an assessment, or with one workflow.
Based in New York and South Florida. We take engagements anywhere; travel outside those areas is billed at cost.
- The Diagnostic
$10,000 to $20,000, two to three weeks
- Implementation
$25,000 to $75,000, six to twelve weeks
- Operate
$3,000 to $10,000 a month, ongoing
- The First Workflow
$7,500 fixed, about three weeks