Custom Automation for Medical Practices
Spend More Time With Patients. Less Time on the Rest.
Insurance verification, intake forms, plan-of-care adherence, no-show recovery, recall, and referral follow-through. We automate the work that pulls clinicians away from patient care.
Real Numbers, Real Wins
What We've Returned to Practices Like Yours
Real numbers from real engagements. Hours back to clinical care, dollars recaptured, capacity unlocked.
*Based on a 25-employee firm: 2 hours saved per day × 250 working days = 12,500+ hours/year. Cycle reduction measured at 2 hours → 30 minutes per repetitive task.
How Automation Works in Your Practice
From wiring around your existing EHR to building custom flows from scratch. Whatever returns the most clinical time.
Insurance Verification and Eligibility
Benefits checks run automatically the day before each new patient's first visit. Eligibility, deductible status, and copay land in your EHR. Your billing team stops chasing payors and your front desk stops surprising patients with bills.
Intake and New-Patient Onboarding
Intake forms, consents, and history questionnaires get sent the moment a booking is made. Missing forms trigger gentle reminders so the clinician never starts a session waiting on paperwork.
Plan-of-Care Adherence
Patients who feel better at session 4 of a 12-session plan tend to drop off and never finish the prescribed course. We build adherence sequences that keep them on plan and surface dropouts before they slip.
Recall and Reactivation
Discharged patients get checked back in at 30, 60, 90, and 365 days. Most clinical issues recur and the practice that reaches out first wins the visit. Your past patient list becomes recurring revenue.
Confirmations and No-Show Recovery
Appointment confirmations and reminders fire on schedule. If a patient no-shows, a same-day rebook flow goes out within minutes with two open slots, before the day's revenue is lost.
Referral Network Nurture
Referring OBs, pediatricians, primary care, and specialists get HIPAA-safe acknowledgment notes after each referral lands and quarterly check-ins to stay warm. The next referral comes in faster and you don't lose a referrer to a competitor with better follow-through.
What We've Built
A line-up of systems and features we've shipped to real platforms.
Fully Custom CRM
Internal SystemA complete CRM built from scratch handling outreach, qualification, post-sale, and signed contracts in one platform.
- Outreach runs itself, leads land warm and ready
- Hottest leads automatically surfaced first, nothing slips
- Post-sale: contracts, quotes, projects, payments handled
- Legally-binding signatures collected without a third party
- One unified workspace, no SaaS stack required
Replaced a stack of SaaS subscriptions with one system running the entire client lifecycle.
Enterprise Salesforce Build
Client ProjectA full CRM migration and automation build for a 25-person accounting firm, consolidating ten disconnected systems into one.
- Ten disconnected systems collapsed into one workspace
- Client outreach and task tracking running on autopilot
- Documents standardized and brand-consistent across the firm
- Bookkeeping, admin, and client services finally connected
- Hours reclaimed daily across every team and role
Hours reclaimed daily across every team. Operations unified across bookkeeping, admin, and client services.
Self-Driving Bookkeeping Pipeline
Client ProjectAn automated pipeline that handles daily bookkeeping for an accounting firm overnight, with zero manual data entry required.
- Daily bookkeeping runs automatically before the team arrives
- Dashboard triggers actions inside the books on demand
- Works directly inside their existing accounting software
- Exceptions surfaced for review, the rest handled silently
- Replaced an entire manual data-entry workflow end-to-end
What used to take hours per client every single day now happens overnight, completely hands-off.
Live Customer-Voice Engine
Internal SystemPulls real customer language straight from the wild on demand, surfacing what your buyers actually say about their problems.
- Real customer voices surfaced on demand by industry
- Hundreds of authentic complaints pulled in minutes
- Cuts guesswork from every headline and email
- Filters down to the exact pain you're targeting
- Results flow into the next step of the workflow
Hundreds of unfiltered customer complaints per industry, in their own words. Guesswork eliminated.
Custom E-Signature Platform
FeatureA self-built signing platform that lets clients sign legally-binding documents inside your branded experience.
- Documents drafted and sent without leaving your platform
- Audit trail captures every viewer, scroll, and signature
- Tamper-evident certificate of completion on every signed doc
- Legally compliant and enforceable out of the box
- Branded signing experience clients see, not a third party
Signed contracts collected without paying for DocuSign, on a branded experience clients trust.
In-Site Billing & Payments
FeatureInvoices, checkout, and recurring billing built directly into the website — no redirect to a generic payment page.
- Invoices generated and sent without leaving the site
- Customer payment pages branded to match exactly
- Subscriptions, one-time charges, and partial payments
- Auto-reconciliation back into the books
- Failed-payment retry and dunning flows built in
Customers pay on-brand, on-site. Conversions stop bleeding at the third-party redirect.
Custom Ad-Campaign Tracker
FeatureA branded ad-performance dashboard that pulls every channel into one view with real revenue and ROAS attribution.
- Every ad platform pulled into one unified dashboard
- Real-time spend, impressions, clicks, and conversions
- ROAS calculated against actual revenue numbers
- Per-campaign and per-channel drill-down views
- Built into your existing admin panel, on-brand
Quarterly ad reports go from spreadsheet rebuilds to a single refresh button.
Custom Workflow Engine
FeatureRun anything across your tools from one custom admin panel — no Zapier, no spreadsheets, no platform switching.
- Wires into any external API across your tool stack
- Trigger workflows manually or on a schedule
- Approval gates and human-in-the-loop checkpoints
- Full audit log of every run, every action, every result
- Custom UI in your admin panel, not a generic tool
A Zapier-and-spreadsheets stack replaced with one cohesive tool the team actually wants to use.
Bespoke Marketing Websites
Client ProjectCustom-coded marketing sites built from scratch with the brand, animation, and conversion logic the team actually wants — not a Wix template.
- Hand-coded from scratch — no Wix, Squarespace, or template lock-in
- Brand identity baked in: typography, motion, voice, color, the works
- Built for SEO and Core Web Vitals from the first commit
- Multi-page architecture with industry-specific landing pages
- Lives on your domain, hosted on infrastructure you can move freely
Brand-true sites that load fast, rank in search, and convert visitors into booked calls without paying a SaaS website builder forever.
Fully Custom CRM
Internal SystemA complete CRM built from scratch handling outreach, qualification, post-sale, and signed contracts in one platform.
- Outreach runs itself, leads land warm and ready
- Hottest leads automatically surfaced first, nothing slips
- Post-sale: contracts, quotes, projects, payments handled
- Legally-binding signatures collected without a third party
- One unified workspace, no SaaS stack required
Replaced a stack of SaaS subscriptions with one system running the entire client lifecycle.
Enterprise Salesforce Build
Client ProjectA full CRM migration and automation build for a 25-person accounting firm, consolidating ten disconnected systems into one.
- Ten disconnected systems collapsed into one workspace
- Client outreach and task tracking running on autopilot
- Documents standardized and brand-consistent across the firm
- Bookkeeping, admin, and client services finally connected
- Hours reclaimed daily across every team and role
Hours reclaimed daily across every team. Operations unified across bookkeeping, admin, and client services.
Self-Driving Bookkeeping Pipeline
Client ProjectAn automated pipeline that handles daily bookkeeping for an accounting firm overnight, with zero manual data entry required.
- Daily bookkeeping runs automatically before the team arrives
- Dashboard triggers actions inside the books on demand
- Works directly inside their existing accounting software
- Exceptions surfaced for review, the rest handled silently
- Replaced an entire manual data-entry workflow end-to-end
What used to take hours per client every single day now happens overnight, completely hands-off.
Live Customer-Voice Engine
Internal SystemPulls real customer language straight from the wild on demand, surfacing what your buyers actually say about their problems.
- Real customer voices surfaced on demand by industry
- Hundreds of authentic complaints pulled in minutes
- Cuts guesswork from every headline and email
- Filters down to the exact pain you're targeting
- Results flow into the next step of the workflow
Hundreds of unfiltered customer complaints per industry, in their own words. Guesswork eliminated.
Custom E-Signature Platform
FeatureA self-built signing platform that lets clients sign legally-binding documents inside your branded experience.
- Documents drafted and sent without leaving your platform
- Audit trail captures every viewer, scroll, and signature
- Tamper-evident certificate of completion on every signed doc
- Legally compliant and enforceable out of the box
- Branded signing experience clients see, not a third party
Signed contracts collected without paying for DocuSign, on a branded experience clients trust.
In-Site Billing & Payments
FeatureInvoices, checkout, and recurring billing built directly into the website — no redirect to a generic payment page.
- Invoices generated and sent without leaving the site
- Customer payment pages branded to match exactly
- Subscriptions, one-time charges, and partial payments
- Auto-reconciliation back into the books
- Failed-payment retry and dunning flows built in
Customers pay on-brand, on-site. Conversions stop bleeding at the third-party redirect.
Custom Ad-Campaign Tracker
FeatureA branded ad-performance dashboard that pulls every channel into one view with real revenue and ROAS attribution.
- Every ad platform pulled into one unified dashboard
- Real-time spend, impressions, clicks, and conversions
- ROAS calculated against actual revenue numbers
- Per-campaign and per-channel drill-down views
- Built into your existing admin panel, on-brand
Quarterly ad reports go from spreadsheet rebuilds to a single refresh button.
Custom Workflow Engine
FeatureRun anything across your tools from one custom admin panel — no Zapier, no spreadsheets, no platform switching.
- Wires into any external API across your tool stack
- Trigger workflows manually or on a schedule
- Approval gates and human-in-the-loop checkpoints
- Full audit log of every run, every action, every result
- Custom UI in your admin panel, not a generic tool
A Zapier-and-spreadsheets stack replaced with one cohesive tool the team actually wants to use.
Bespoke Marketing Websites
Client ProjectCustom-coded marketing sites built from scratch with the brand, animation, and conversion logic the team actually wants — not a Wix template.
- Hand-coded from scratch — no Wix, Squarespace, or template lock-in
- Brand identity baked in: typography, motion, voice, color, the works
- Built for SEO and Core Web Vitals from the first commit
- Multi-page architecture with industry-specific landing pages
- Lives on your domain, hosted on infrastructure you can move freely
Brand-true sites that load fast, rank in search, and convert visitors into booked calls without paying a SaaS website builder forever.
Questions Practices Ask Us
Yes. For any flow that touches PHI, we use HIPAA-compliant tools and sign a Business Associate Agreement before going live. We also design as much of the automation as possible to avoid touching PHI at all (intake collection, recall, referral acknowledgments) which keeps the compliance surface small and audit-friendly.
No. We integrate with what you have. WebPT, Practice Perfect, ChiroTouch, Genesis, SimplePractice, TherapyNotes, TheraNest, Jane App, Hint Health, Atlas.md, Elation, Practice Better, IntakeQ. Most practices keep their EHR and we wire automation around it.
We run benefits checks the day before each new-patient appointment, flag any issues to your front desk before the patient walks in, and surface eligibility, deductible status, and copay/coinsurance in your EHR. Most practices we work with cut their billing-team workload by 8 to 12 hours a week.
Confirmation and reminder flows go out before the visit, no-show recovery flows fire same-day with rebooking links, and recall sequences ping discharged patients at 30, 60, 90, and 365 days. Practices typically see no-show rates fall from 8 to 12 percent down under 4 percent within the first 60 days.
Yes. We build a HIPAA-safe referral acknowledgment loop that closes the loop with referring providers without exposing PHI, plus quarterly check-in flows that keep your referral network warm. The next referral comes in faster.
Pilots go live within 30 days. Insurance verification and no-show recovery show measurable lift in the first 30 to 60 days. Plan-of-care adherence and reactivation results compound over the first quarter.
We Work With Your EHR or Build You Better Tools
We can automate around your existing practice management software or build custom tools when off the shelf doesn't cut it. Either way, your clinical team gets time back.
Don't see your EHR? If it has email, an API, or exports data, we can work with it.
Ready to Get Your Clinical Time Back?
Book a free 30 minute discovery call. We'll map your biggest workflow bottleneck and tell you exactly how much time and revenue you can recover.
Based in Miami. Serving medical practices nationwide.