AI receptionist
24/7 natural-voice front desk. Books appointments into Carestack/Dentrix, handles cancellations, takes payment auths, routes emergencies. VoiceStack-native or custom Twilio + Anthropic stack.
HIPAA-aware AI for healthcare practices
AI that answers calls, verifies insurance, and actually closes the loop.
We deploy HIPAA-aware AI receptionists, voice agents, intake bots, insurance-verification workflows, claim scrubbers, and RAG assistants for dental and healthcare practices. BAA on file. Carestack, Dentrix, VoiceStack, and Weave native.
Why us
Deployed AI — not a demo that ghosts in week three.
Most “AI receptionist” pilots stall because nobody owns the integrations. We do. We hold the VoiceStack login, we write the n8n flows, we tune the Claude prompts, we monitor the calls.
24/7
Inbound call coverage with AI voice agents
12 hrs/wk
Average front-desk hours recovered per location
4 weeks
Typical AI receptionist time-to-production
BAA
Business Associate Agreement on every healthcare deployment
What we deploy
Six AI workflows we ship to real practices, every month.
We don’t sell “AI strategy.” We ship working agents wired into your PMS, CRM, and phone system.
AI intake + chat
Website chat that qualifies new patients, captures insurance, and posts the lead into your CRM with full context. Replaces “info@” inboxes and chatbot tickets that go nowhere.
Insurance verification
AI pulls eligibility from payer portals, normalizes benefits, writes back to your PMS. Turns a 14-minute manual task into 90 seconds.
Claim scrubbing
Every claim reviewed against your top 30 denial patterns before submission. Auto-drafts appeals on denials. Most practices recover the fee 4–6x in 90 days.
RAG assistants
Internal staff Q&A on your fee schedules, treatment protocols, and insurance policies. Patient-facing FAQ bots that answer from your verified documents — no hallucinations.
n8n automation
Workflow plumbing across Carestack, VoiceStack, Weave, Salesforce, GoHighLevel, and Stripe. The glue layer that makes every AI workflow above actually function.
HIPAA + the model layer
PHI-safe AI is an architecture — not a checkbox.
You cannot just pipe Carestack notes into a public ChatGPT account and call it HIPAA-aware. Every AI workflow we deploy is built on infrastructure with a Business Associate Agreement, with PHI segregated, redacted at the edge, or kept off the model entirely depending on use case.
That means BAA-covered model access (Anthropic via AWS Bedrock, Azure OpenAI under enterprise BAA), no PHI in third-party prompt logs, encrypted vector stores, and audit trails on every agent decision.
- BAA-covered model providers — Anthropic on Bedrock, Azure OpenAI Enterprise, AWS HIPAA-eligible services.
- PHI redaction at the edge — strip identifiers before they ever reach the model where possible.
- Encrypted vector stores — Pinecone Enterprise, AWS OpenSearch, pgvector on HIPAA-eligible RDS.
- Audit logs — every agent decision logged, retained, and queryable.
- Prompt safety — jailbreak resistance, refusal patterns, and content filters tuned for clinical contexts.
- Human-in-the-loop — high-risk actions (cancellations, refunds, clinical advice) always escalate to staff.
- Documented runbook — every workflow ships with a runbook your front desk and compliance officer can read.
Real deployment
Two doctors. One AI receptionist. Zero missed calls.
A 2-doctor dental practice in Houston deployed an AI receptionist on VoiceStack + Carestack. After-hours bookings went from zero to 11 per week in month one.
11/wk
New after-hours bookings, month one
$6,200/mo
New monthly production attributed to AI-booked appointments
Curious which AI workflow would actually pay for itself first?
Book a 20-minute call. We’ll model the ROI of an AI receptionist, insurance verification, or claim scrubber against your real numbers.
How we deliver
A 4-week AI rollout, step by step.
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1
Discovery + BAA
Workflow scoping, PHI flow mapping, BAA signed, infrastructure provisioned. Week one.
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2
Build
Prompt design, agent build, PMS + CRM integration, redaction layer, eval harness. Weeks two and three.
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3
Shadow mode
Agent runs in parallel with your staff. Every output reviewed. Prompts and tools tuned in real time.
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4
Go-live
Production cutover, monitoring on, daily reports for two weeks. Week four.
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5
Ongoing operations
Monthly model updates, prompt tuning, eval review, regression checks, and a written report.
FAQ
Questions practice owners ask before deploying AI.
Real answers to the questions practice owners ask before signing.
Is your AI HIPAA-compliant?
Yes. We deploy on HIPAA-eligible infrastructure — AWS HIPAA-eligible services, BAA-covered model providers (Anthropic, OpenAI, Azure OpenAI under enterprise BAA), and PHI-aware logging. We sign a Business Associate Agreement with every healthcare client and will not deploy a tool that breaks your PHI posture.
What does an AI receptionist actually do?
Answers inbound calls 24/7 in a natural voice, qualifies new patients, books appointments directly into Carestack/Dentrix/Open Dental, handles cancellations and rescheduling, takes payment authorizations, routes urgent calls to the on-call doctor, and logs every interaction to your CRM. Built on VoiceStack or custom Twilio + Anthropic + Deepgram stacks.
Can you automate insurance verification?
Yes. We build AI agents that pull eligibility from payer portals or clearinghouses, normalize benefits into structured fields, and write them back to your PMS — turning a 14-minute manual task into a 90-second automated one. Typical front-desk time savings are 8–14 hours per week per location.
Do you do claim scrubbing and denial management?
Yes. An AI scrubber reviews every claim against your top 30 denial patterns before submission, flags missing attachments, and drafts the appeal letter when a claim is denied. Most practices recover the AI fee 4–6x over within 90 days.
What is RAG and why does it matter for my practice?
RAG (Retrieval Augmented Generation) lets an AI answer questions from your specific practice documents — fee schedules, treatment protocols, insurance policies, training manuals — without inventing answers. We deploy RAG for clinical FAQs, internal staff assistants, and patient education chatbots.
What tools do you build on?
Anthropic Claude (via Bedrock under BAA), OpenAI (via Azure OpenAI under enterprise BAA), VoiceStack, Twilio, Deepgram, ElevenLabs, n8n, Make, AWS Lambda. We pick the stack based on PHI scope, latency, and integration targets — not on what is trending.
How much do AI deployments cost?
Custom AI deployments start at $3,500 for a single workflow (e.g., AI intake on website + CRM hand-off). AI receptionists with PMS integration run $8,000–$18,000. Monthly operations retainers (prompt tuning, monitoring, model upgrades) start at $1,500/month.
Do you work outside dental and healthcare?
Yes. Our AI practice also serves real estate, e-commerce, and professional services. Healthcare is a specialty — we built the playbook there, but the same engineering deploys cleanly into other verticals nationwide.
Ship AI that actually answers the phone.
Book a 20-minute scoping call. We’ll model which AI workflow pays for itself first — against your real call volume, denial rate, and front-desk hours.