Scheduling & rescheduling
Direct EHR write. Returning and new patients. Provider preference and visit-type rules respected.
Your front desk is drowning. Recall calls don't get made. After-hours patients get voicemail. We deploy a HIPAA-aware AI voice agent that handles scheduling, intake, refills, and recall — and escalates the moment a call needs a human or a clinician.
Deployed with BAA-eligible voice and LLM vendors. Mutual BAA signed with your practice.
HIPAA compliance is a deployment posture, not a checkbox. Here is how we operationalize it for every healthcare engagement:
We are not a HIPAA-certifying body and we do not warrant compliance for your practice. We deploy against the rules and provide documentation suitable for your security officer's review.
Annual physical scheduling for a returning patient. Identifies, verifies, checks coverage, books, sends prep instructions.
You've reached the scheduling assistant for Cedar Family Medicine. I'm an automated assistant — I can book or change appointments, or transfer you to our nurse line. How can I help?
I need to schedule my annual physical.
Of course. Can I have your full name and date of birth to pull up your chart?
Margaret Reyes, December third, nineteen seventy-one.
Thanks, Margaret. I see you here. Last physical was March of last year, so you're due. You're seeing Dr. Park, correct? And your insurance on file is BlueCross — anything change there?
Same insurance. And yes, Dr. Park.
Dr. Park has Thursday June 12th at 9:40 AM, or Tuesday the 17th at 2:20 PM. Which works better?
The Thursday morning slot.
Booked — Thursday June 12 at 9:40 AM with Dr. Park. I'll text you a confirmation, the pre-visit form, and the fasting note since this is a physical. Anything else today?
No, that's it. Thank you.
Call ended — 1m 58s · Appointment written to Athena · Pre-visit packet sent · Confirmation SMS sent · Access logged
Direct EHR write. Returning and new patients. Provider preference and visit-type rules respected.
Demographics, insurance, chief complaint. Pre-visit forms sent by SMS or email to complete before arrival.
Outbound recall on your cadence — 6-month, 12-month, gaps in care. Booking direct to the calendar.
Patient identity verification, route to MA queue or e-prescribe workflow per your SOP. Never authorizes meds.
Red-flag symptom detection routes to 911 prompt and on-call. Non-urgent symptoms scheduled to the right visit type.
Crisis-line escalation (988), warm clinician transfer, intake-only handling. The AI never attempts counseling.
Healthcare deployments start at the Growth tier because of the BAA, EHR integration, and escalation-protocol work involved. Starter is available for non-PHI workflows (recall, intake-only) on request.
Pricing in review — final tiers pending principal approval. Ask for a written quote.
HIPAA compliance is a posture, not a checkbox — and it lives at the deployment, not the technology. We deploy on BAA-eligible voice and LLM vendors and sign a BAA with your practice. PHI handling is configured per workflow — minimum necessary, logged access, encryption at rest and in transit. We are not a HIPAA-certifying body; we operationalize against the rules.
Athena, eClinicalWorks, Practice Fusion, Kareo/Tebra, DrChrono, NextGen, Greenway, Allscripts, and Epic (via App Orchard or webhook bridge). If your EHR has an API or HL7/FHIR endpoint, we can integrate.
Triage is configurable but conservative by design. The agent identifies red-flag symptoms from your protocol list and escalates immediately. We do not let the agent give clinical advice.
We script for 988 crisis-line escalation, warm clinician handoff, and screening (PHQ-9, GAD-7) where the practice uses them. The agent never attempts counseling.
Yes — disclosure is in the greeting by default. Several states require AI disclosure; we configure to the strictest applicable rule.
English and Spanish included. Mandarin, Vietnamese, Arabic, French, Russian and others have been deployed. Interpreter-line warm transfer is also supported.
We configure the deployment to the strictest applicable rule across the states you operate in. Two-party consent states get explicit recording disclosure; one-party states get our standard disclosure. CMIA and similar state laws are reviewed during scoping.