For independent medical, dental, therapy and chiropractic practices
Your front desk, caught up. Your clinical systems, left alone.
Tomorrow's schedule needs verifying, today's intake packets need typing, and the phones keep ringing. We automate the admin around the chart: reminders, intake, verification prep, billing follow-up and reports. Nothing clinical, and no patient information moves until your practice signs a BAA with us and your privacy officer approves the workflow.
Example workflow · Sheet HC-01
Sound familiar?
Where a practice's day disappears.
None of this is clinical work, and all of it lands on the same few people at the front desk.
- Someone checks tomorrow's patients against payer portals one at a time, late in the afternoon.
- New patient packets arrive by portal, email and clipboard, then get typed into the PM system again.
- Unconfirmed appointments sit gray on the schedule until they turn into empty chairs.
- Production and collections by provider get rebuilt in Excel every month for the owner.
What we build
Admin jobs we take on, before and after.
Admin and back office only. Charting, orders, prescribing and clinical decisions stay in your system and with your clinicians.
| Job | Today | After |
|---|---|---|
| Verification prep | Print tomorrow's schedule and check each patient by hand | A worklist built each afternoon with missing payer info flagged, so your verifier spends the time confirming coverage |
| Intake packets | PDF and paper forms retyped into the PM system | Form fields mapped into a review queue that staff check before anything reaches the patient record |
| Unconfirmed appointments | Scrolling the schedule at 4 pm looking for gray boxes | A call list of unconfirmed patients waiting for the front desk each morning |
| AR follow-up | Aging report exported every Monday and sorted by hand | Aging pulled on a schedule into a shared list, split by payer and days outstanding |
| Staff coverage | Call-outs handled by group text | A call-out form in Teams that alerts the office manager and lists the open shift |
| Multi-location reporting | Each office sends its own spreadsheet at month-end | A reporting app that pulls production, collections and no-shows from every location, built in gated stages |
Typical prices for independent practices
Know the number before we start.
These are our published ranges. The audit fee is credited toward the project.
We map front-desk and billing workflows and list which of your tools a BAA covers.
One job, like a morning list of unconfirmed appointments. Live in one to two weeks.
Open Dental, athenahealth or Jane connected to Microsoft 365, within what each vendor allows, with a review step.
Production, collections, new patients and no-shows by provider and location.
Healthcare practices FAQ
What practice administrators want to know first.
Are you HIPAA certified?
No, and no one is. HHS does not recognize any private HIPAA certification, so treat that label with caution.
Here is what we do instead. We sign a business associate agreement before we touch patient information, move only the fields a workflow needs, and use only services that a BAA also covers. Your privacy officer approves each workflow before it goes live, and when the project ends we turn off our access. We also carry professional and cyber liability insurance with $1 million in coverage.
Can we use Zapier or ChatGPT with patient data?
Only if a signed BAA covers that specific service, and many tools don't offer one. Zapier doesn't sign a BAA on any plan, so patient data stays out of it. We keep patient data out of AI tools too, unless a BAA covers that specific service, and we check before we build.
For anything touching patient information we use your practice software's own integrations or Microsoft 365 services covered by your Microsoft BAA. Zapier is still fine for work with no patient data in it, like staff schedules or supply orders.
Will you change our EHR or charting?
No. We work on admin and back-office jobs only: reminders, intake, verification prep, billing follow-up, staff schedules and reports.
We also don't submit claims or prior authorizations, and an automation never decides coverage. Your staff make those calls; the automation hands them a cleaner list to work from.
How much does medical office automation cost?
A workflow audit is $500–$2,500, and a single automation is $750–$1,500. Connecting two systems runs $2,500–$7,500, and a reporting dashboard $3,000–$8,000.
You get a written price before any build, and the audit fee is credited toward the project.
Can you build something bigger, like a staff portal or a replacement for an old Access database?
Yes. The same team builds staff portals, multi-location reporting and software that replaces tools you license today, delivered in stages with a sign-off at each gate. A portal or line-of-business app typically runs $5,000–$15,000.
Our largest so far is an organization-wide project platform built in house, so a large employer no longer pays for costly per-seat software. On a practice build, the BAA and privacy officer approval apply at every stage.
A note from Dean
I've built production software since 2020, and I work in Microsoft 365, Graph and Power Platform, which is where most of a practice's admin already lives. Before any patient information moves, you'll have a signed BAA and your privacy officer will see exactly which fields go where. Call and you'll reach me, and I'll tell you plainly when a job belongs with your PM vendor instead.
Dean Whitten
Start here
Tell us which front-desk task eats the afternoon.
You'll hear back within two business days with a useful next step, even if that step is a setting you haven't turned on yet. Rather call or text? (478) 954-7760