Healthcare

Software for clinics that answers the phone, books the visit and updates the record

We build voice agents for the clinic line, intake and scheduling systems, and document tools for referrals and results, wired into the practice management system you already run.

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The sector

The front desk is the bottleneck

A clinic runs on its phone line. Appointments, reschedules, results queries, insurance questions and directions all arrive there, usually while the front desk is also checking a patient in and taking a payment. Calls go to voicemail, voicemail gets returned late, and a patient who cannot get through may not call back.

A voice agent on that line takes the phone off the front desk. It answers every call, at any hour, reads availability from the practice management system, books, reschedules and confirms, and takes a message when the caller needs a person. The hard part is never the conversation. It is writing a correct booking into the system the clinic already runs.

The same is true either side of the visit. Intake that is collected and validated before the patient arrives, referrals and lab results read out of scans and faxes, reminders that work the recall list, a patient app that shows the next appointment without a login maze. We build these to sit inside HIPAA constraints from the first commit, not as a retrofit.

What makes it hard

The constraints that shape healthcare systems

The gap nobody fills

A no-show or a same-day cancellation leaves a slot open. Filling it means someone ringing down a waitlist by hand between check-ins and payments, so the slot often stays empty and the room sits idle.

A schedule is not a calendar

A slot depends on provider, location, chair or room, visit type, appointment length and whether the patient is new. Book into the wrong one and the front desk unpicks it by hand, usually with the patient already waiting.

Records live in older systems

Access varies by vendor. Some systems expose a modern API, others only HL7 or FHIR feeds or a scheduled export. Integration means building against whatever each one offers, and planning what the agent says when the system is down.

Some calls must reach a clinician

The boundary between an admin question and clinical advice has to be drawn in the design, so that urgent wording transfers the caller to a person instead of prompting the agent to ask another question.

What we build

Systems we ship for healthcare teams

Voice agents for the clinic line

An agent that answers every call, says what it is at the start, checks availability, books, reschedules and confirms, answers hours, location and insurance questions, and takes a message for a nurse or provider with the transcript attached.

Patient intake before the visit

Intake collected by phone, text or web ahead of the appointment, validated while it is entered, and written straight into the patient record so nobody is retyping a clipboard at the desk.

Reminders, confirmations and recalls

Outbound calls and messages that confirm tomorrow's list, offer a replacement slot the moment someone cancels, and work through the patients who are due back for a check or a repeat prescription.

Document and records extraction

Referrals, lab reports and insurance paperwork often arrive as scans and faxes. We build extraction that pulls the fields a coordinator actually needs and shows the source passage beside each one for checking.

Patient apps and clinic portals

Apps for patients and staff built around what people open them for: the next appointment, a form to sign before arriving, a result once a clinician has released it, and a message thread that reaches the practice.

Proof

Screens from systems in production

9:41
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Dental clinicRiverside Clinic · Suite 2

Hygiene & cleaning

Dr. Amara Osei · 45 min

Tue 12 Mar · 10:30 AMin 3 days
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APR09Check-up & X-rayDr. Amara Osei · 09:15 AM
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Inbound Voice Agent · Healthcare

Zero missed calls and 31% fewer no-shows for a dental group

A multi-location dental group missed every call after close and couldn't keep up during the day. We deployed an inbound voice agent integrated with their practice-management system that books, reschedules, and confirms in English and Spanish, around the clock, escalating only clinical questions to staff.

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Tuesday, 12 March

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Mobile App Design · Health

A health app that earned a 4.7★ relaunch

A consumer health app was slow, crashed, and rated poorly. We rethought the experience around clarity and habit, designed for performance and offline use, and shepherded a relaunch, turning a 2-star liability into an app users kept on their home screen.

The services behind this work

AI Voice AgentsWe build real-time conversational voice AI that answers, qualifies, books, and resolves, across inbound and outbound calls, in multiple languages, with the sub-second responsiveness that keeps a conversation feeling natural.
Inbound Voice AgentsInbound voice agents that pick up instantly at 2 a.m.
Appointment Booking AgentsVoice agents that check availability, book, reschedule, and confirm appointments live on the call, integrated with your calendar, so your front desk stops playing phone tag and no-shows fall.
Outbound Voice AgentsReminders, follow-ups, surveys, and qualification campaigns run by AI agents: consistent, on-brand, and tireless, with the pacing and compliance controls outbound calling demands.
Enterprise IntegrationsYour business runs on a dozen systems that don't talk to each other.
Custom SoftwareOff-the-shelf tools force your processes into someone else's mold.
What we engineer around

HIPAA constraints on where patient data is stored, what gets logged, and what may be sent to a third party model. Call recording and consent rules that differ by state, captured at the start of the conversation. Role based access and audit trails, so who opened a record is answerable afterwards. Retention and deletion agreed up front, covering audio and transcripts as well as the record itself.

FAQ

Questions we get before we start

Still unresolved? A 30-minute conversation with an engineer usually settles it faster than another page of copy.

Usually yes. We work with the vendor API where one exists, an HL7 or FHIR feed where it does not, and a scheduled sync against an export where that is all the system offers. How current that availability is depends on the vendor. The agent checks availability before it offers a slot, then writes the booking with provider, visit type and location, and reads it back to the caller.

We decide before building where audio, transcripts and records are stored, which fields ever reach a third party model, and how long anything is kept. Systems are built to work inside HIPAA constraints: encryption in transit and at rest, role based access, audit trails, and deletion that actually removes the data. Where a client needs a business associate agreement with a vendor, we design around what that vendor is permitted to receive.

The agent does not answer it. Scope is set in the design: scheduling, hours, location, forms, insurance and billing questions are handled, and anything clinical goes to a person. Urgent wording triggers an immediate transfer rather than another question, and out of hours it follows whatever your on call path already is. A caller can ask for a person at any point, and the message reaches the nurse with the transcript attached.

Start with one line at one location, on the call types that repeat most, usually booking and rescheduling. We need access to the practice management system, your visit types and provider rules, and a number to route. Pricing is built around call volume and the lines you run, not seats, and we agree the shape of it before any build begins.

Building something for healthcare?

A 30 minute conversation with an engineer is usually enough to scope it honestly.

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