For clinics, practices and healthcare groups

Automate the tracking around care. Never the medical decision.

Clinical staff lose hours to spreadsheets, phone tag and paperwork that is not medicine. We automate that layer, and every clinical judgment stays with a clinician. The line is drawn in the design, not left to policy.

Get a workflow audit

Patient tracking lives in disconnected sheets

Follow-up dates, device checks and referrals sit in separate spreadsheets. Someone has to notice a due date before it passes.

Inquiries leak between first contact and booking

Messages arrive by phone, form, chat and messaging apps, in several languages. Slow replies lose the patient before anyone has assessed the request.

Paperwork is typed twice

Referral letters, reports and insurer forms are read by a person and retyped into the record system.

Staff are the only system of record

Knowledge of which patient needs what lives in one coordinator's head, which is a risk on any holiday.

6 workflows we build for healthcare teams

Every workflow below is administrative or logistical. Where clinical information appears, the system moves or organizes it and never interprets it.

Workflow 1

Follow-up tracking and reminders

Trigger
A patient's follow-up interval is reached, or a scheduled check has not been recorded by its due date.
Reads
Appointment and follow-up dates from your record system, and the follow-up rules the clinician has set for that patient group.
Decides
Determines which patients are due or overdue under the clinician's rules and drafts the reminder. It does not decide whether a follow-up is needed clinically.
Approved by
Reminders inside the clinician's pre-approved rules go out automatically. Anything outside the rules goes to a nurse or coordinator.
Writes back
A reminder record, an overdue list for the coordinator and a note in the patient timeline.

Workflow 2

Patient inquiry triage and follow-up

Trigger
A new message arrives through the website form, phone transcript, email or messaging channel.
Reads
The message, the language, and your service list and booking availability.
Decides
Detects language, routes the inquiry to the right team, answers logistics such as hours and location, and schedules follow-up. Messages that describe symptoms or urgency go straight to a person.
Approved by
A coordinator handles all symptom or urgent messages and any booking that needs judgment.
Writes back
A scored inquiry in your CRM, the conversation log, and the next follow-up date.

Workflow 3

Referral and document intake

Trigger
A referral letter, lab report or insurer form arrives by email or upload.
Reads
The document and the patient record it belongs to.
Decides
Identifies the document type and patient, extracts administrative fields, and files it in the right place. It does not summarize clinical findings for decision making.
Approved by
Unmatched or ambiguous documents go to an administrator with the likely matches shown.
Writes back
A filed document with extracted fields and a link on the patient record.

Workflow 4

Appointment scheduling and no-show handling

Trigger
A booking request, a cancellation or a missed appointment.
Reads
Clinician calendars, appointment types and your rebooking rules.
Decides
Offers available slots, sends confirmations, and drafts a rebooking message after a no-show.
Approved by
Rules cover standard visits. Booking for complex or urgent care stays with staff.
Writes back
Calendar updates, confirmation messages and a no-show list for the practice manager.

Workflow 5

Practice operations dashboard

Trigger
Continuous, refreshed from the record system and the CRM.
Reads
Appointment volumes, response times, open inquiries and overdue follow-ups.
Decides
Summarizes workload and flags bottlenecks for management. It reports operations, not clinical outcomes.
Approved by
The practice manager reviews and acts.
Writes back
A single operations view replacing the separate spreadsheets.

Workflow 6

Patient information chatbot with handoff

Trigger
A patient opens the chat or messages the practice.
Reads
Approved practice information such as hours, preparation instructions and pricing.
Decides
Answers questions from approved content only, in the patient's language, and hands off to staff whenever the question is clinical or the answer is not in the approved content.
Approved by
Staff own the approved content. Any conversation with a clinical question is handed to a person.
Writes back
A transcript and a task for staff where a handoff happened.

What we have shipped that looks like this

These are results from work that uses the same pattern. Most clients are described rather than named.

A cardiology practice

Around 120 patients with implantable heart monitors were tracked across several spreadsheets. We centralized the practice in one operational cockpit and automated the tracking and follow-up, without automating the medical decision itself. A bilingual patient chatbot went into production alongside it.

A healthcare group in dental tourism

Patient inquiries came in from several countries and languages and fell through the cracks before booking. Every inquiry is now scored and followed up in the right language, and the journey from inquiry to treatment is tracked in one place.

A medtech company

We mapped 47 AI opportunities across the business before building anything, then narrowed them to 16 deployed, role-specific skills.

What the first 30 days look like

One workflow, one owner, a person checking the important decisions. We expand only after the first workflow has a track record.

  1. Week 1

    Draw the clinical line first

    Before any build, we write down which steps are administrative and which are clinical. The clinical ones are excluded. A clinician signs off that list.

  2. Week 2

    Map systems, access and data handling

    We identify where records live, what the workflow may read, and the privacy rules that apply in your country. We start on synthetic or de-identified samples.

  3. Weeks 3 and 4

    Build one workflow with staff checking

    Usually follow-up tracking or inquiry handling. Coordinators review every automated action while we watch how it fails.

  4. Day 30

    Handoff and review with the clinician

    Staff run the workflow. The clinician reviews the rules and the exception log, and you decide whether to add a second workflow.

What should stay human

This is the most important section on this page. In healthcare, the boundary is the product.

Diagnosis, triage of symptoms and treatment choices

We do not build systems that decide any of these. Messages that describe symptoms are routed to a person, not answered by the system.

Interpreting results

Documents are filed and matched to the right patient. Lab values and clinical findings are shown to clinicians as they are, not interpreted by us.

Changing a follow-up interval

The clinician sets the rules. The system applies them and reports when a rule seems out of date. It does not change a rule on its own.

Compliance sign-off

We design to your privacy regime and log every action, but we do not claim a certification we do not hold. Your compliance lead approves the data handling design.

Related services

Custom workflow automation

Multi-step workflows across your CRM, inbox, storage and ERP.

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AI chatbot development

Chat and messaging agents with human handoff.

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AI agent development

Agents that read, decide inside limits and hand off to a person.

Read more

Automation maintenance and support

Monitoring, fixes and updates after launch.

Read more

Common questions

Which admin task is pulling your team away from patients?

Tell us where tracking, follow-up or paperwork slows the practice. We agree the clinical line first, then scope one workflow.

30 minutes. We map the workflow, name what a person must approve and tell you if it is not worth building.

Request Your Healthcare Blueprint