An AI assistant built for the way practices actually work
Healthcare teams are buried in repetitive calls, forms, prior authorizations, patient instructions, and documentation follow-up. The Private AI Practice Assistant is a managed service that takes routine admin work off your team's plate — using a secure, practice-specific assistant trained on your own policies, forms, services, and workflows, instead of a generic public chatbot.
Four modules, one private assistant
Start with the module that relieves the most pressure today, then add the others as your team sees results.
AI Front Desk
Answers common patient questions, prepares intake, drafts follow-ups, routes requests, and supports after-hours lead capture.
Documentation Copilot
Drafts visit summaries, referral letters, prior authorization packets, and post-visit patient instructions — always reviewed by your provider before use.
Billing Readiness
Reviews notes for missing documentation, drafts denial-appeal language, and highlights claim-risk gaps before submission.
Compliance Assistant
Provides staff policy Q&A, HIPAA training support, incident workflow templates, and compliance documentation.
Your staff stays in control
The assistant works alongside your front-office team — it doesn't replace them. A receptionist answers the phone as usual, then uses the assistant to find approved answers, draft follow-ups, and create tasks, reviewing everything before it's sent. The assistant never speaks to patients directly and never gives medical advice.
| Step | What your team does | How the assistant helps |
|---|---|---|
| 1. Capture the request | Selects the call type and jots a quick note about what the caller needs. | Understands the request and organizes it into a clear, structured summary. |
| 2. Find the answer | Clicks Find Answer. | Returns approved, practice-specific guidance: accepted plans, referral policy, appointment types, required forms, and visit prep. |
| 3. Suggest a response | Reviews and adapts the suggested wording. | Drafts a concise, friendly script grounded in your office's approved policies. |
| 4. Create a follow-up | Assigns the task to the right person. | Drafts a clear internal task with the next step, owner, and deadline. |
| 5. Summarize the call | Approves the summary before saving. | Produces a structured call summary with request, next step, and owner. |
High-value moments it handles every day
Common front-office scenarios where the assistant saves time and keeps responses consistent.
Medication Refill
Captures the refill request and creates a structured task for the clinical team with medication, pharmacy, urgency, and any missing details to confirm.
Procedure Instructions
Pulls the correct approved prep instructions for an appointment type and drafts a patient-friendly explanation for staff to send after review.
Insurance / Prior Auth
Helps staff capture payer, member ID, procedure, and referring provider, then drafts a prior-auth checklist or billing follow-up task.
Clinical Concern Escalation
When a caller's needs match your escalation policy, it flags the handoff and shows the approved script — never attempting medical advice.
Records Request
Guides the receptionist through your records-release workflow: required forms, identity verification, turnaround times, and routing.
Appointment Confirmation
Generates confirmation language, prep reminders, and follow-up tasks for patients who need extra reminders before a visit.
Private, controlled, and audit-ready
This is administrative and workflow-assistive AI — not autonomous diagnosis or treatment. It's designed from the ground up to keep sensitive information protected and every action accountable.
Built for trust
- Private, access-controlled environment — your data stays in a secure, isolated workspace.
- Trained on your practice's own approved policies, forms, and workflows.
- Source-grounded answers with confidence flags, so staff know what's backed by your documents.
- Human approval before anything clinical is used.
Designed for compliance
- HIPAA-conscious design with role-based access and multi-factor authentication.
- Encrypted storage and transport.
- Audit logs for prompts, sources, users, and outputs.
- Business Associate Agreement available where PHI is handled.
Simple pricing that scales with you
A one-time setup fee covers onboarding, loading your knowledge base, configuring workflows, and training your staff. Your monthly subscription covers hosting, maintenance, monitoring, updates, and support.
Practice Assistant
- Staff-only AI assistant
- Practice FAQ & policies
- Secure document upload & search
- Basic audit logs
- Email support
Practice Automation
- Everything in Starter, plus
- Front desk & documentation copilot
- Prior auth & referral drafts
- Billing-readiness checks
- Monthly optimization review
Private AI Managed Service
- Multi-location support
- Voice & SMS workflows
- Custom integrations
- Advanced compliance reporting
- Quarterly roadmap reviews
Start with a 30-minute AI Practice Efficiency Assessment
We'll map where your team spends repetitive time and show exactly where a private AI assistant can help — no obligation. Get the Healthcare Practice AI Readiness Checklist to see how ready your practice is.
The Private AI Practice Assistant is an administrative and documentation-support tool. It does not diagnose, prescribe, or make independent clinical decisions, and all clinical or patient-facing outputs are reviewed by your staff. This page is informational and not legal advice.