New patients slip away.
Inquiries and referrals arrive by phone, fax, and web form with no shared queue. A prospective patient books elsewhere while yours waits for a callback.
CRM CUSTOM CRM · MEDICAL PRACTICES
A CRM THAT FILLSTHE SCHEDULE.
Your EHR runs the clinical record and stops there. We build the practice growth layer on top: intake, referrals, scheduling, and recall in one system, with AI reading forms and insurance cards, and every workflow built HIPAA-aware.
01 THE PROBLEM
SOUND
FAMILIAR?
Intake is a clipboard.
Patients fill the same forms on paper, and staff key demographics and insurance into the EHR by hand. Errors become denied claims weeks later.
No-shows burn the schedule.
Reminders go out generically, if at all. Empty chairs from no-shows and last-minute cancellations are revenue that never comes back.
Recall never happens.
Patients due for follow-ups, cleanings, or annual visits sit in the EHR unworked. The lifetime value of your existing patients quietly leaks away.
02 WHAT WE BUILD
YOUR WORKFLOW.
YOUR SYSTEM.
- Patient intake and referrals Phone, fax, web, and provider referrals into one queue with insurance and eligibility captured before the first visit.
- AI form and card reading Intake forms and insurance cards parsed on upload: demographics, carrier, member ID, and group extracted so staff verify instead of retype.
- Scheduling and reminders Appointment booking with confirmations and reminders by text and email that actually reduce the empty chairs.
- AI no-show recovery No-shows and cancellations detected and rebooked automatically, filling the gap from your waitlist before the slot goes cold.
- Recall and reactivation Patients due for follow-ups and preventive visits surfaced and contacted on schedule so recurring revenue does not slip.
- Patient portal A branded portal for forms, messages, and documents that cuts front-desk phone volume and keeps communication on the record.
- Reputation and reviews Post-visit review requests to happy patients that build the online presence new patients check first.
- EHR and PMS integration Sync with your EHR and practice management system so demographics and scheduling stay in step without double entry.
AI, SUPERVISED The AI layer reads intake forms and insurance cards, recovers no-shows, and drafts patient messages. Your staff and providers make the clinical and scheduling calls. Every action is logged, and PHI stays scoped inside your environment.
03 HOW IT WORKS
WE COME IN.
We map how your business actually runs: who touches what, where the hours go, and which problems are the expensive ones.
WE BUILD IT.
A fixed bid, then a working system in weeks. Your stages, your fields, your rules, with the AI integrations doing the paperwork.
YOU OWN IT.
The code, the database, the accounts: yours. No per-seat pricing, no lock-in, and we stay on for iteration if you want us.
05 COMMON QUESTIONS
Is this HIPAA compliant?
We build HIPAA-aware from the start: the system runs on infrastructure you own, PHI is scoped and access-controlled, a BAA is standard where required, and every AI output is reviewed by staff. Protected health information stays inside your environment.
How is this different from our EHR or something like Weave?
Your EHR is the clinical record and is not built for growth. Point tools like Weave are subscriptions shaped around an average practice. We build the intake, recall, and communication layer around how your practice runs, connect it to your EHR, and you own the code and the data.
Does it connect to our EHR and practice management system?
Yes. We integrate with your EHR and PMS instead of replacing them, so demographics, scheduling, and eligibility stay in sync without double entry. The CRM handles growth and communication, your EHR keeps the chart.
What does a medical practice CRM cost?
Fixed bid, quoted before we start, based on scope. Builds start at $7,500. You know the number up front, and there is no per-provider subscription after go-live.
How long does it take to implement?
We scope a first working version around a 21-day build, then extend it while your front desk already uses it. You see fuller schedules in weeks, not after a long rollout.