The honest version
Your front office is doing marketing work nobody hired it for.
Listings are wrong in places you have never checked
Insurance directories, health-system finders, medical aggregator sites and map apps all hold a version of your practice. One wrong phone number or a stale address sends patients somewhere else.
Reviews are only collected by accident
A satisfied patient leaves without being asked. The one who waited forty minutes posts publicly. The rating drifts down without anyone deciding it should.
Recall and recall-reminders get skipped
Staff intend to follow up on overdue hygiene visits or medication reviews. Then the phones get busy, and the follow-up that protects both outcomes and revenue does not happen.
What we deploy
Agents that do the repetitive work.
Each one is scoped to a single job, connected to your own systems, and built with the approvals that keep a person in control of anything that matters.
Directory and listing accuracy agent
Audits your practice details across Google, Apple, map platforms, medical directories and the insurance and health-system finders that patients actually use, and reports every mismatch with a link.
- NAP consistency across directories
- Insurance and plan listing checks
- Hours, phone and location verification
- Weekly mismatch report with fixes
Patient review agent
After an appointment, invites feedback in a privacy-safe way. Anything critical reaches the practice manager privately before it becomes public, and happy patients are invited to post on Google.
- Triggered after completed appointments
- No clinical detail in any message
- Private path for complaints
- Google and practice-relevant platforms
Recall and reactivation agent
Reads your practice management system for patients overdue on recall, drafts the reminder in plain language, and follows up once. Escalates rather than nagging.
- Reads recall status from your PMS
- Plain-language reminder drafts
- Single follow-up, then stops
- Reports reactivated appointments
Front-desk load agent
Handles the repetitive enquiries that clog the phone: hours, insurance accepted, new-patient process, directions and rescheduling, answered from your approved policy rather than invented.
- Answers only from approved facts
- No clinical advice, ever
- Hands off to staff on anything clinical
- Every conversation logged
Where the data comes from
Connected to the systems you already run.
An agent that cannot see your records is just a chatbot. Most of the engineering is safe, permissioned access to the software your team already uses every day.
Dentrix
Already supported: appointment and recall data feed the reminder and review agents so transitions are triggered by real completed visits.
Mindbody
Already supported: used by wellness and therapy-adjacent practices for scheduling and client records.
Google Business Profile
The listing most patients check first. Reviews, hours and location details stay accurate.
Insurance and health-system directories
The finders patients use when choosing a provider, where a wrong address or a missing plan quietly costs new patients.
Practice management systems
We work with the systems your practice already runs. Where a vendor blocks integration, we work from exports rather than claiming a connection that does not exist.
Apple Business Connect and map platforms
Location and contact details on the maps patients use to find you.
Dentrix and Mindbody are integrations we already support. Other practice management systems vary widely in what they expose, so we confirm what is possible for your specific platform before quoting.
Where we are careful
What we will not automate.
Every industry has lines that should not be crossed by software. Being clear about them is what makes the rest trustworthy.
- The agents are built to avoid protected health information. Outreach messages carry no clinical detail, no diagnosis, no treatment name, and no appointment reason.
- Nothing clinical is ever automated or advised. Any question about symptoms, medication or treatment goes to your staff.
- We do not read or process PHI unless your practice has the agreements in place that make it lawful, and we will say so rather than quietly doing it.
- We do not suppress negative reviews. Private escalation is offered first, but the honest public record stays intact.
- Review requests are never incentive-based, and never sent to a patient in a way that reveals their relationship with the practice to anyone else.
Before you ask
Questions from medical professionals.
Is this HIPAA-compliant?+
We design so that no protected health information is needed for these workflows at all: appointment timing and status are enough for recall, reviews and directory work. Where a workflow would require PHI, we only proceed with the right agreements in place, and we will tell you before you commit.
Can you integrate with our practice management system?+
Dentrix and Mindbody are already supported. For others we confirm the available access first, because some vendors restrict it. Where direct integration is not possible, scheduled exports usually work.
How do you avoid reviews that mention clinical details?+
The request never asks about treatment, only about the experience of the visit. If a public review contains clinical detail, your practice manager is alerted so it can be handled properly rather than left to sit.
Will patients know they are talking to an agent?+
Yes. It is identified as automated, it answers only from your approved practice information, and it hands over to a person the moment anything clinical or unusual comes up.
What is the fastest win for a practice?+
Usually directory accuracy. Fixing wrong phone numbers and stale addresses across the places patients look is immediate, low risk and measurable, and it does not touch patient data at all.
Do we need to replace our existing marketing?+
No. These agents fill the gaps that get skipped when the office is busy. If you already have someone managing reviews and listings well, we will tell you rather than sell over it.
When did you last check your listings?
We will run a free accuracy check on your practice details across the directories patients use, and show you exactly what is wrong.