Admissions is where clinics lose leads, drop referrals, burn staff hours on hold with insurance, and end up with dirty patient records dumped into their EHR. We rebuild the intake path around AI that talks like a human, verifies insurance in real time, and hands your front desk a scheduled, verified patient ready to see the provider. Same operating model as our RPM offering — AI runs the volume, a U.S.-based team runs the exceptions, your clinic keeps oversight.
Every clinic runs into the same set of failures at intake — regardless of specialty. The lost revenue almost always exceeds the cost of fixing it.
Phones ring off the hook during clinical hours; staff can't answer them and also do their job. New-patient inquiries hit voicemail and never get called back. Every unanswered call is a lost patient a competitor happily picks up.
Faxed referrals still drive a huge share of new patients — and they're the easiest thing to lose. Someone's supposed to type them into the system, follow up, verify insurance. Half of them never make it.
An eligibility check that should take seconds takes 20 minutes of a staff member on hold with a payer — per patient. Prior auths take even longer. That labor is a hidden tax on every new admission.
Half-filled paper forms get keyed in wrong. Insurance cards are missing or expired. The clinical team starts the visit fixing intake mistakes instead of seeing the patient.
Manual confirmations don't scale. Reminders go out too late or not at all. Same-day no-shows shred the schedule and hit revenue.
Your best intake person should be greeting patients and helping the clinical team. Instead they're re-typing referrals, chasing payers, and playing scheduling Tetris. Everyone loses.
The admissions path is the same at every clinic — inbound, triage, insurance, intake, scheduling, handoff. We keep the shape; AI does the volume work behind each step, and your staff owns the exceptions and the clinical judgment.
AI does: Answers phones 24/7 with a real conversational voice AI. Handles web forms and text-message inquiries. Ingests fax and PDF referrals via OCR — every piece of inbound gets captured in one place.
Your staff owns: Anything the AI flags as unusual — an angry caller, a clinical urgency signal, a VIP patient.
AI does: Classifies each inquiry by service type, urgency, and payer. Routes to the right clinic, provider, or specialty. New-patient vs existing-patient handled differently, automatically.
Your staff owns: Any clinical decision on urgency. AI flags; a human decides when the flag is real.
AI does: Queries your clearinghouse in real time (270/271 eligibility). Confirms coverage, copay, deductible, and network status before the patient is booked. Drafts prior-authorization submissions and tracks status through to approval.
Your staff owns: Denials, appeals, and the payer conversations that require a human on the phone.
AI does: Conducts the intake conversation via voice, web, or SMS. Captures demographics, medical history, medications, allergies. Uses OCR on photos of insurance cards and ID. Structures the data cleanly for the EHR.
Your staff owns: Any clarification the AI cannot resolve, and the human touch for patients who prefer it.
AI does: Matches patient need to provider availability across your calendar system. Books the right slot with the right provider on the first try. Handles reschedules, cancellations, and waitlist offers automatically.
Your staff owns: Overrides for complex cases, VIP scheduling, and any special provider preference.
AI does: Sends multi-channel confirmations and reminders (voice, SMS, email). Adapts when a patient replies to reschedule. Drops the fully verified patient record — with insurance, intake, and consent — into your EHR / PM system, ready for the visit.
Your staff owns: Day-of check-in, the human greeting, and everything downstream of the visit itself.
The particulars change — a physical therapy clinic verifies benefits differently than an imaging center runs prior auths — but the shape of admissions is the same. Our AI is tuned per specialty; the underlying platform is the same one.
Repeat-visit heavy, insurance-verification intensive, referral-driven. AI handles the visit-count tracking, benefit re-verification, and referral ingestion your front desk shouldn't have to.
High call volume, mixed acuity, panel-based scheduling. AI answers every inbound call, triages by acuity, and books the appropriate provider — while flagging anything clinically urgent for human attention immediately.
Prior authorization is the entire game. AI drafts prior auths from the referral, tracks status through the payer, and reschedules when auths land. The scanner stays booked; staff stops living in the payer portal.
Referral-heavy, insurance-complex, and often booked out weeks. AI triages incoming referrals by urgency, verifies coverage, and books the next-best slot without ping-ponging the patient.
Sensitive intake, longer conversations, in-network scarcity. AI handles the intake conversation with the right tone, verifies specialty coverage, and matches patients to providers by modality — not just calendar.
Long forms, insurance verification intensive, deposits sometimes required. AI handles the digital forms end-to-end, verifies benefits with your payer, and collects any pre-visit deposit before the appointment.
Real-time triage matters. AI answers inbound, triages by symptom, quotes wait time, and offers to reserve a slot — so walk-ins arrive already in your system, not queuing at the counter.
Commerce-adjacent intake, deposit collection, high call volume. AI books consults, collects deposits, and confirms cosmetic-specific consents — with the human touch a self-pay patient expects.
Admissions AI is not a rip-and-replace. Your EHR stays. Your clearinghouse stays. Your phone system stays. Our platform sits at the intake layer, integrates through the standard rails (HL7, FHIR, X12), and lands clean data in the systems your clinic already runs on.
Epic, Cerner, Athenahealth, DrChrono, Kareo, Nextech, WebPT, Practice Fusion, eClinicalWorks, ModMed — and dozens more via HL7 / FHIR. The verified patient record drops in cleanly, ready for the visit.
Availity, Change Healthcare, Waystar, and the major payer portals. Real-time 270/271 eligibility checks; prior-auth submission and status tracking through the same rails your billing team already uses.
RingCentral, 8x8, Twilio Voice, or your existing PBX. AI voice sits in front of your existing phone tree; escalations route to your live staff exactly the way they do today.
Traditional fax lines, virtual fax services (SR Fax, eFax), and inbound PDFs. OCR extracts the referral data, structures it, and enters it into the system without a human retyping.
Twilio Messaging, existing patient-messaging platforms, and web chat. Two-way SMS handles intake, reminders, reschedules, and post-visit follow-up in the channel patients actually respond to.
Stripe, Square, or your existing merchant processor. Collect copays, no-show fees, and pre-visit deposits at the intake stage — before the patient hits the front desk.
Admissions AI runs the volume — the calls, the forms, the payer queries, the reminders — that shouldn't have been eating your staff's day in the first place. Your team keeps the parts of admissions that actually require a human. Nothing clinical, nothing sensitive, nothing on the edge goes out the door on autopilot.
Anything the AI flags as clinically urgent — a symptom, an acuity signal, a red-flag intake — routes to a human immediately. No AI diagnoses, no AI triages a clinical emergency.
An angry caller, an elderly patient who wants a real person, a complex insurance denial, a scheduling conflict the AI cannot resolve — those come to your team, with the full context of what the AI already tried.
Your long-standing patients often want the person they've talked to for years. The AI knows who they are; if they'd rather have a human, they get one.
Denials, appeals, and negotiations still require a live person on a call. AI drafts the arguments and pulls the documentation; your billing team owns the conversation.
Greeting the patient, walking them back, warming up the exam room — the human moments of the visit stay human. AI's job ends the moment the patient arrives.
Every AI action is logged, timestamped, and reviewable. Your clinic keeps full oversight over what the system did on your behalf — and can adjust the policies at any time.
The intake step is where PHI enters the building — which means it's the step that has to be locked down the tightest. Our platform is engineered for HIPAA from the ground up, with a documented audit trail on every action a patient, an AI, or a staff member takes.
Standard Business Associate Agreement covers PHI handling end-to-end. Voice, SMS, fax, forms, EHR handoff — all in scope, all documented.
Independent third-party attestation of our security, availability, and confidentiality controls — the operating baseline for handling regulated healthcare data at scale. Annual re-attestation cycle.
Every message, call, form field, and EHR write is logged with timestamp, source, and outcome. Reconstructable months later when compliance, security, or a patient complaint asks the question.
Patient consent for treatment, financial responsibility, and communication preferences is captured and stored as part of intake. Non-optional, and the platform enforces it.
The specifics of admissions differ by specialty — the payer mix at a PT clinic looks nothing like the referral chain at an imaging center. We walk through the intake flow tuned to your clinic type, show which integrations we'd wire up on day one, and answer the compliance questions before you commit to anything.