A recent call, referral, cancellation, or records request shows the actual work.
How it works
Start with one real call or referral.
Your administrator shows us exactly what happens today. We build the assistant around those systems and rules, test the human handoff, and track what changes.
Your team decides what the assistant handles and when a person takes over.
Calls answered, referrals booked, slots filled, response time, and staff work removed.
01 / Show us the work
Walk through the last real case.
Your administrator shows us a de-identified call or referral from arrival through completion: the phone or fax, the EMR screens, the rules they checked, the people they contacted, and every place the work waited or repeated.
- Calls, faxes, portal tasks, and common request types
- EMR, phone, payer, scheduling, and records systems
- What the administrator reads, changes, sends, or books
- Which exceptions require staff or physician judgment
- How long the patient or referring office waits
02 / Define the assistant
Write down exactly what it may do.
We define the assistant's tasks, system access, practice rules, and human handoff before it touches live work.
Example: appointment changeVoice assistant
Verify patient and request
Read approved schedule
Change the appointment
Confirm or call the admin
03 / Test together
Run routine cases and the awkward ones.
Your administrators test real request types, wrong information, unavailable times, missing insurance, clinical questions, and failed system actions. The assistant must either finish the approved work or hand a complete case to a person.
04 / Launch beside the team
Start small and keep every exception visible.
The assistant handles the approved routine work. Human admins review sensitive actions, take over exceptions with the history already assembled, and correct the assistant's rules when needed.
Results
Track the result your administrator sees.
For voice: calls answered, holds, voicemails, callbacks, requests completed, complaints, and staff minutes. For referrals: time to first call, contact rate, bookings, missing information, and referrals still waiting.
Start with voice calls or referral booking.
Show us one recent case. We will map what the assistant can complete and exactly when your administrator takes over.