The AI modernization partner for practices that don't have a CIO.
We advise, deploy, and operate the AI your practice actually needs — voice reception, intake, no-show recovery, patient outreach — fully done for you, white-labeled to your brand.
90-day refund guarantee · month-to-month after · no annual contract
Not a platform. An AI modernization partner who advises, deploys, and operates.
Most small and mid-sized practices don't need more software. They need someone who knows the terrain — the EHRs, the compliance landscape, the change management — to shape the strategy and then actually execute it. That's us.
Advise · Deploy · Operate
One engagement. Three roles. End-to-end ownership.
01 — Advise
Consulting & modernization strategy
We start with your practice, not the tech. What's broken, what's expensive, what's keeping you from growing — and where AI actually moves the number versus where it's hype.
Operational diagnostic
AI readiness assessment
EHR & workflow audit
Prioritized modernization roadmap
02 — Deploy
White-label AI services, done for you
We stand up the voice, chat, intake, and outreach services your roadmap calls for — branded as your practice, integrated with your EHR, configured for your specialty. Your staff sees one system.
White-labeled to your brand
EHR-integrated workflows
Specialty-tuned configuration
Staff training & soft launch
03 — Operate
Ongoing optimization & ROI accountability
We stay on. Weekly tuning, monthly office-manager reviews, quarterly business reviews with the owner. One ROI dashboard keeps everyone honest — including us.
Weekly optimization cycle
Live ROI dashboard
90-day refund guarantee
Month-to-month after day 91
The AI services we deliverWhite-label · your brand
01
AI Voice ReceptionAfter-hours coverage · scheduling, FAQ, warm transfer
We've seen this break before. That's the whole difference.
The AI isn't the problem. Every vendor has a model. What separates the practices that get real ROI from the ones that quietly churn is the part nobody puts on a website.
Why 01
We start with the practice, not the technology
Other firms lead with a demo. We lead with an operational diagnostic. AI comes in where the math supports it, not because we have a tool to sell.
Why 02
We know the EHRs from the inside
Most vendors quote 90-day custom integration timelines because they've never been inside your EHR in production. We have. That changes what's deployable and how fast.
Why 03
Change management is where rollouts actually fail
Front desk staff don't reject AI. They reject being handed a login and told "it works." Our rollouts are sequenced — soft launch, daily check-ins, weekly tuning — because that's how adoption actually works.
Why 04
Compliance is the opening move, not the last page
We lead with the BAA, the subprocessor inventory, and a 4-hour SLA on security questionnaires — before the discovery call, not after the contract. The office manager's questionnaire is the trust-building moment, not a hurdle to clear.
The revenue your front desk knows about
Industry data suggests independent practices lose 5–15% of revenue1 to front-desk and revenue-cycle leakage — missed calls, no-shows, dormant recall, denied claims. Modernization, in our definition, is recovering it.
Inbox time is the structural win — 84+ min/day on portal messages, lab results, refills (Mayo/AMA). AI triage deflects 40–60% of routine messages, returning 3–5 hrs/wk per provider. Dollar recovery from no-show + missed-call + preventive reactivation is real but smaller.
12+ hours/week PA burden per provider (AMA 2024). 10–12% denial rate against an HFMA target of <5%. Independent cardiology practices have $500K–$700K/yr at risk; Operations recovers 30–40% of it within 12–18 months.
Hygiene recall, treatment-plan reactivation, no-show reduction, and improved call answer rates (Peerlogic 2026: 62% baseline). Modeled at industry-median performance, assuming separate patient populations per component.
The 90-day guarantee · month-to-month after
If we haven't moved your numbers by day 90, you get every dollar back.
We measure your baseline in week one — missed-call rate, no-show rate, response time. If those numbers haven't improved by day 90, you get 100% of the retainer you've paid, refunded. After day 91, the engagement runs month-to-month. No annual contract. No price escalation. No exit penalties.
Week 1
Baseline locked
Your missed-call rate, no-show rate, and average response time are measured before a single piece of AI is deployed. That's the number we have to beat.
Your data, not ours
Day 90
100% refund or stay
If we haven't moved your specific KPIs, you get every dollar of retainer back. No remediation period. No "make-good" clauses. No questions.
Cash refund · not credits
Day 91+
Month-to-month
The engagement converts to month-to-month with 60 days written notice to cancel. No annual commitment. No early-termination penalties. Ever.
No lock-in
Year 2
Same price
The rate doesn't change unless we both agree to change it. No escalation clause. No renewal cliff. The price you sign at is the price you pay until you leave.
No escalation, ever
"We measure your baseline in week one. If we haven't moved your numbers by day 90, you get every dollar back. After that, we're month-to-month — we earn your business every 30 days. There's no annual contract to negotiate, no year-two price increase, no performance clauses to argue about. If it's working, you stay. If it's not, you leave with 60 days notice."
— The posture, in one paragraph
Compliance is built in, not bolted on.
The BAA, subprocessor inventory, and audit-readiness are in the sales conversation, not buried in a terms page. When the security questionnaire lands in your inbox, we reply in hours with documents attached.
✓
BAA signedWith every client and every subprocessor
4-hour questionnaire SLAReply same day with documents
✓
Minimum-necessary designNo PHI in URLs, logs, or analytics
See what your practice's modernization would look like.
A 30-minute call. We walk through your EHR, your specialty, your pain points, and leave you with a one-page modernization roadmap — whether or not you sign.
Seven services. One accountable partner.
The DFY AI stack, explained
Every service is designed to work on its own — and designed harder to work together.
We don't sell you seats. We sell you the outcome — and stay on to make it happen. Each service is configured to your specialty, white-labeled to your brand, and reports into one ROI dashboard. Services are grouped into two bookable packages — see Pricing for details, or contact us for Enterprise.
Inbound and outbound handling, including after-hours coverage. Scheduling, confirmations, rescheduling, FAQ, payment collection, warm transfer. The calls your competitors miss.
Evidence
Hyro production deployments across Intermountain Health, Novant Health, and Catholic Health: 50–70% call containment on scheduling and routine calls — scoped to scheduling/routine, not all inbound.
02Conversational
Communication · Operations · Enterprise
Website & SMS Chat
Branded conversational agent on your website and via SMS. Scheduling, hours, insurance inquiries, new-patient onboarding, intent-based routing. Converts anonymous web visitors into booked appointments.
Vendor-cited impact · scheduling/intake
60–70%Routine scheduling resolved
20–40%Booking completion improvement
Evidence
Hyro deployments: 40–60% baseline containment, 65% achievable on mature scheduling workflows. Booking completion improvement based on industry vendor benchmarks — replaces an initial "3.4× conversion lift" figure that could not be verified to a primary source.
03Revenue recovery
Operations · Enterprise
Predictive No-Show Recovery
ML scoring on no-show risk. Adaptive multi-channel reminder cadences tuned to the risk score. Automated waitlist backfill, so empty slots become filled slots before the day starts.
Evidence
JAMA Informatics (2023) + BMC Health Services Research meta-analysis: 20–35% no-show reduction with combined AI scoring and reminder interventions. Derm dollar figure is internal modeling against a 4-provider practice at 22% baseline — see Sources.
Evidence
DocResponse: 11 minutes saved per patient visit. MGMA rooming benchmarks: 5–8 minutes faster rooming. Replaces an initial "30% rooming reduction" figure that could not be verified as a specific intervention outcome.
05Outbound
Operations · Enterprise
Recall & Patient Reactivation
AI-driven outbound campaigns to overdue and dormant patients. Preventive-care gap closure, dental treatment-plan reactivation, lapsed-patient re-engagement. The revenue hiding in your EHR.
Evidence
Solutionreach and Weave case studies: 5–15% scheduling rate on outreached dormant patients. Dental campaign figure is internal modeling against 50–60% case acceptance rate (Practice Numbers, 2024) — replaces an initial "15–25% reactivation rate" that could not be verified to a primary source.
06Billing
Operations · Enterprise
Revenue Cycle AI
AI-assisted coding with real-time E&M reasoning, prior authorization automation, claim scrubbing, denial management, A/R follow-up. Included in the Operations flat retainer — clearinghouse, claim scrubbing, PA submission, eligibility verification, and denial flagging. Full-cycle denial recovery and appeal management available in Enterprise.
Evidence
Deloitte 2024: automated claim scrubbing prevents up to 85% of avoidable denials; typical practice realizes 30–50%. CMS 2024 Final Rule mandates 72hr/7-day PA response by 2026 — a 50%+ improvement over prior average turnaround. (HFMA target: <5% denial rate.)
07Provider relief
Operations · Enterprise
EHR Inbox Triage
Triage of portal messages, lab results, refill requests. Auto-drafted provider responses for human review. Inbox burden reduction that is the difference between burnout and retention.
Evidence
KLAS Arch Collaborative 2025: 48% of physicians cite half their messages as deflectable. Affineon case studies: 3–5 hrs/wk saved per provider. Framed as capability, not a guaranteed measured outcome — reframed from earlier "~50% EHR time reduction" which overstated the claim.
Want the math for your specialty?
Each specialty has its own ROI model, EHR integrations, and package recommendation. Pick yours to see the numbers.
Ready to see which services fit your practice?
A discovery call walks through your EHR, your specialty, and the specific services that make sense — with the math. No upsell. If you only need voice, we'll tell you.
Showing recovery math for · 1 of 6 specialties
Services / Specialties / Dental· 1 of 6
Independent dental practices typically recover $80K–$140K a yearm through hygiene recall, treatment-plan follow-up, no-show reduction, and improved call answer rates.
62% answer rate baseline (Peerlogic, Feb 2026).4 15% no-show industry average (Solutionreach).3 50–60% case acceptance (Practice Numbers).2 Modeling assumes industry-median performance — not top quartile. Components below assume separate populations (e.g., hygiene-overdue patients are not the same patients as missed-call leads).
200 patients overdue for a 6-month cleaning at $120 each is $48K/year on the table. Generic recall services don't move the number. A specialty-tuned cadence with EHR integration does.
Pain 02
Treatment plans decay quietly
A presented $4,000 crown plan that goes unscheduled for 90 days is rarely re-presented. We run reactivation campaigns on dormant treatment plans automatically — not when the front desk has time.
Pain 03
Missed calls are the highest-LTV losses
15 missed new-patient calls a month at $300 LTV each is $54K/year. Most happen during lunch, after-hours, or while the front desk is mid-conversation. Voice AI catches them all.
EHR depth
OpenDental, Dentrix, and Eaglesoft — bidirectional integration on each. We don't just push reminders, we read the schedule, the recall list, and the treatment plan.
Your dashboard · pre-populated
What your numbers could look like.
Lakeshore Family Dental · 6 providers · Operations
Preview
Gross recovery · before retainer ↑ 22%
$19,360
No-shows ↓ 31%
8.4%
Hygiene reactivations ↑ 68%
142
Treatment plans reactivated ↑ 91%
$24K
Hours saved ↑ 1.4 FTE
58 hrs
Book your dental-specific discovery call.
30 minutes. We walk through your EHR (OpenDental, Dentrix, Eaglesoft), the recall list, the dormant treatment plans, and the services that move your numbers the most.
Services / Specialties / Primary Care· 2 of 6
PCPs spend 84+ minutes a day in the EHR inbox.1 Inbox triage automation can cut that materially — and recover no-show + missed-call revenue alongside it.
The Mayo Clinic and AMA peer-reviewed data is unambiguous: 84+ minutes a day on inbox alone, with 22% of PCPs remaining in independent practice (down from 38% in 2019).1,3 The recovery is in the provider's day plus the no-show + missed-call revenue most practices know about but can't capture.
Primary care recovery model
5-provider baseline
Providers5
Inbox/day85 min
Avg visit$110
Inbox time recovered (modeled)m~3–5 hrs/wk per provider
+ provider inbox time recovered13–5 hrs/wk per provider
Why primary care breaks the standard AI playbook.
Pain 01
Inbox burnout is the retention crisis
Refill requests, lab follow-ups, portal messages, prior-auth back-and-forth. 60 minutes a day is the difference between a provider staying and leaving. Auto-drafted responses with human review collapse the load.
Pain 02
Preventive-care gaps are quiet revenue
The 40-year-old who hasn't had a physical in 3 years. The diabetic overdue for an A1C. Generic recall services don't know the difference. Specialty-tuned outreach does — and the visits are reimbursable.
Pain 03
Payer-mix complexity slows everything
Eligibility check at intake, prior-auth at order, denial cleanup at billing. The first-pass claim accuracy lift is what makes the math work — not the voice agent.
EHR depth
Epic, Athena, eClinicalWorks, NextGen, Cerner — bidirectional integration on each. We read the schedule, the recall registry, and the inbox queue.
Your dashboard · pre-populated
What your numbers could look like.
Riverside Primary Care · 5 providers · Operations
Preview
Gross recovery · before retainer ↑ 24%
$16,820
Provider inbox ↓ 67%
22 min
Preventive recall ↑ 54%
186
No-show rate ↓ 48%
4.1%
Hours saved ↑ 2.1 FTE
82 hrs
Book your primary-care-specific discovery call.
30 minutes. We walk through your EHR (Epic, Athena, eClinicalWorks, or other), the inbox load, the preventive-care registry, and the services that move your numbers the most.
Services / Specialties / Dermatology· 3 of 6
Dermatology runs 17–31% no-shows1 — among the highest of any specialty. Here's the chair-time recovery.
Dual medical/cosmetic workflows. Deposit requirements. Seasonal swings. The predictive scoring is what does the work, not the cadence — and we model conservatively against industry-published baselines, not best-case scenarios.
Honest caveat
ModMed acquired Bonsai Health in April 2026, embedding native AI scheduling, patient reactivation, and waitlist automation directly into the EHR.3 If your practice already runs ModMed Bonsai or Nextech NextPatient, our incremental recovery is materially smaller (~$5K–$15K). We'll tell you on the discovery call.
Why dermatology breaks the standard AI playbook.
Pain 01
Medical vs cosmetic routing
A Botox consult and an urgent mole check can't share a workflow. The chat has to route by intent, not by calendar — and know when to require a deposit.
Pain 02
No-shows up to 31% — structural, not seasonal
Dermatology's no-show rate sits in the 17–31% range — among the highest of any specialty. Short visits, low urgency perception, seasonal swings. Generic reminder cadences barely move it. Predictive scoring does.
Pain 03
Chair time is the product
Empty slots don't come back. The waitlist backfill has to run before the day starts — which means the scoring model and the SMS cadence have to be tuned together, not bolted on.
EHR depth
ModMed, Nextech, eClinicalWorks — specialty-tuned configurations on each.
Book your dermatology-specific discovery call.
30 minutes. We walk through your EHR, the medical-versus-cosmetic split, and the services that move your numbers the most.
Services / Specialties / Cardiology· 4 of 6
Independent cardiology practices typically lose $500K–$700K/yr to denials and prior-auth delays.7 We recover $150K–$280K of it within 12–18 months.7
12+ hours per provider per week on prior auth (AMA 2024 — cardiology runs on the high end).1 10–12% first-pass denial rate against an HFMA target of <5%.3 The cardiology recovery is dominantly back-office — Operations is the package that delivers it.
12 hours per provider per week on PA. 31% of cases exceed a week to approve.1,2 Stress tests, echos, cardiac MRIs, ablations — every payer has its own protocol, and the protocols change. Generic PA tools don't keep up.
Pain 02
Denial rate runs 3–4× the HFMA target
Cardiology averages 15–20% first-pass denial. The HFMA benchmark for healthy practices is <5%.3 The first denial on a $4,000 cardiac MRI is rarely the last — coding accuracy, supporting documentation, and appeal timing all have to land.
Pain 03
Recovery lives in the back office, not the front
Front-office voice/scheduling helps — but cardiology's revenue at risk sits in eligibility, prior-auth, and denials. Operations is required to deliver the recovery; Communication alone can't reach the back-office leakage.
Package alignment
Operations is required for the cardiology recovery story. RCM + prior-auth + eligibility verification ship only with this package. Communication delivers front-office gains but won't reach the back-office leakage where most cardiology revenue is lost.
Book your cardiology-specific discovery call.
30 minutes. We walk through your top-denying payers, the imaging study mix, your current PA turnaround, and the recovery model — with the math.
Services / Specialties / Mental Health· 5 of 6
Mental health no-shows run 20–30%1 — among the highest outpatient rates. The recovery is in reminder cadence and missed-call capture.
Most behavioral practices don't have a back-office to fix — no RCM staff, no prior-auth team, often no front-desk FTE. Communication is the right package: voice agent + chat + reminders + waitlist. Smaller scope than the medical specialties because behavioral economics need a smaller scope, not a bigger one. National wait time is 48 days,3 meaning every recovered slot has demand.
+ intake & reminder automationm10–15 hrs/wk admin back
Why mental health breaks the standard AI playbook.
Pain 01
Intake throughput is the gate
PHQ-9, GAD-7, intake history — if the patient doesn't complete them before the visit, the first session is intake. We collect them async, route incomplete ones, and surface red flags to the clinician.
Pain 02
No-shows are structural, not personal
Patients who miss appointments are often the ones who need them most. The cadence has to be supportive, not punitive — and the waitlist backfill has to be quick enough to keep utilization high.
Pain 03
Telehealth licensing complexity
Patients move. Licenses don't. We flag jurisdictional issues at scheduling — before the visit, not during. Compliance becomes a feature, not a fire drill.
EHR depth
SimplePractice, TheraNest, Healthie — small-EHR integrations specifically tuned for behavioral health workflows.
Your dashboard · pre-populated
What your numbers could look like.
Clearwater Behavioral Health · 4 providers · Communication
Preview
Gross recovery · before retainer ↑ 18%
$3,200/ mo · $38.4K/yr
No-show rate ↓ 41%
12.4%
Sessions recovered ↑ 41%
18 /mo
Intake auto ↑ 68%
12 hrs
Missed calls captured ↑ 62%
24 /mo
Book your behavioral-health-specific discovery call.
30 minutes. We walk through your EHR, the intake friction points, the no-show pattern, and the services that move your numbers the most.
Services / Specialties / OB/GYN· 6 of 6
Only 75.5% of pregnancies get early prenatal care.1 The recovery is in closing the gap.
ACOG's 2025 tailored guidance is 6–10 visits for low-risk pregnancies.2 Adequate adherence runs ~84% nationally; independent practices typically run below that. Well-woman recall is the second leak — annual visits skipped become two-year gaps. Both are operational, not clinical.
ACOG's updated 2025 guidance is 6–10 prenatal visits for low-risk pregnancies, replacing the traditional 12–14.2 Each visit has specific clinical milestones. The cadence has to know what comes next, not just send a reminder.
Pain 02
Well-woman recall is annual revenue
Industry-typical intervention lifts annual visit completion by 5–12 pp. On a 6-provider practice, that's hundreds of additional visits per year — and the screening reminders (mammogram, Pap, HPV) coordinate with each one.
Pain 03
Payer mix shifts the math
Medicaid-heavy practices recover toward the lower bound. Commercial-heavy practices reach the upper bound.m ACOG notes Medicaid reimbursement on global maternity is "notoriously low," driving access issues. Recovery applies to office-visit volume; delivery volume is driven by patient acquisition, not scheduling automation.
Your dashboard · pre-populated
What your numbers could look like.
Summit Women's Health · 6 providers · Operations
Preview
Gross recovery · before retainer ↑ 21%
$5,400/ mo · $64.8K/yr
Well-woman recall ↑ 8 pp
42 /mo
No-show rate ↓ 52%
3.8%
Prenatal adherence ↑ 6 pp
89%
Hours saved ↑ 0.7 FTE
28 hrs
Book your OB/GYN-specific discovery call.
30 minutes. We walk through your EHR, the prenatal panel, the well-woman recall list, your payer mix, and the services that move your numbers the most.
Implementation is the product
Three phases. One accountable partner.
We don't ship a login. We show up as an advisor, deliver as an operator, and stay on to optimize. Here's what each phase looks like, what gets delivered, and where the accountability sits.
Phase 01 · Advise
Operational diagnostic and modernization roadmap
Before a single piece of AI is deployed, we run a week-long diagnostic. EHR audit, workflow observations, staff interviews, denial analysis, no-show breakdown. The output is a prioritized modernization roadmap.
Phase 02 · Deploy
White-label AI services, stood up around your workflows
Voice, chat, intake, outreach, RCM — whichever services the roadmap called for. Branded to your practice. Integrated with your EHR. Configured for your specialty.
Phase 03 · Operate
Month-to-month optimization, accountable to your baseline
We stay on. Weekly tuning against the dashboard. Monthly optimization reviews. Quarterly business reviews with the owner — operational practice, not exit triggers. After the 90-day guarantee window, you're month-to-month with 60-day cancellation. No annual contract. We earn the next month or you leave.
One on-ramp · one contract
The terms are the same for Communication and Operations.
There's no annual-lock path with a discount, no activation-credit path with a 6-month minimum, no charter-slot path with a price freeze. Every Communication and Operations engagement runs the same way. Enterprise engagements are structured per the engagement — see Pricing for details.
Days 1–90 · Guarantee window
Setup paid at signing · baseline locked week one
One-time setup fee covers integration, white-labeling, training, and the week-one baseline measurement against your missed-call rate, no-show rate, and response time. If we haven't moved those numbers by day 90, 100% of the retainer paid through day 90 is refunded. The setup fee covers our integration work either way.
Default contract
Day 91 onward · Month-to-month
60-day cancellation · same price, year two and beyond
The engagement converts to month-to-month with 60 days written notice. No early-termination penalty. No performance-linked clauses. No price escalation — the rate doesn't change unless we both agree to change it. Every month is a renewal we have to earn.
Time-limited
Early-adopter incentive
Setup fee waived · first 15 clients per package
The only signing incentive: a one-time setup-fee waiver for the first 15 clients of each package. The window closes when the count is hit — and we say so publicly. No charter slot, no rate freeze, no special path. Once the window closes, the only thing that changes is the setup fee.
The first twelve weeks, in detail
What Phase 02 deployment actually looks like.
Deploy · Wk 1Week 1
Kickoff, BAA, and the baseline that defines the guarantee
BAA signed. EHR access scoped to minimum-necessary. Discovery sessions with the owner, office manager, and front desk lead. Most importantly — your missed-call rate, no-show rate, and average response time are measured and locked. That's the baseline the 90-day refund is calculated against.
Signed BAABaseline lockedAccess matrix
Deploy · Wk 2Week 2
Service provisioning and white-labeling
Voice numbers provisioned. Chat deployed. Intake forms built. All white-labeled to your practice's brand.
Branded ROI dashboardVoice number liveWhite-label applied
Deploy · Wk 3Week 3
Specialty tuning and workflow configuration
Voice prompts tuned to the specialty. Intake forms mapped to clinical questionnaires. Routing rules set against the actual schedule.
Specialty promptsIntake templatesRouting tested
Deploy · Wk 4Week 4
Staff training and soft launch
Three training sessions — front desk, clinical, owner. Soft launch runs limited hours first. We monitor every call for the first two days.
3 training sessionsSoft launch liveRunbook delivered
Operate · Wk 5–8Weeks 5–8
Full go-live and daily check-ins
Daily check-ins with the office manager for the first two weeks. We catch the workflow edge cases that only appear in production.
Daily standupsEdge-case playbooksOptimization log
Operate · Wk 9–12Weeks 9–12
Weekly optimization and the day-90 decision point
On day 90, we present what was promised versus what was delivered against your week-1 baseline. If we haven't moved the numbers, you get 100% of the retainer back. If we have, the engagement converts to month-to-month — same price, no escalation, 60-day cancellation.
This is what an accountable partnership looks like.
The detail is the credential. If we can walk you through week one through twelve, it's because we've thought through every step — and what happens when it doesn't go as planned.
Compliance as a moat
Policies, BAAs, and the subprocessor list — in the sales conversation, not the terms page.
Every line item below exists because we've been on the other side of this questionnaire. When it lands in your inbox, we reply in hours — with documents attached.
Certification posture · May 2026
Signed & active
HIPAA BAAWith every client & subprocessor
In progress
SOC 2 Type IObservation underway
4-hour SLA
Security questionnairesReply with documents same day
Reviewed quarterly
Subprocessor inventoryLiving list, BAA on every vendor
Technical safeguards
Every technical control is live in production and documented in the Risk Assessment.
TLS 1.2+ in transit, 1.3 preferredAll traffic encrypted end-to-end.
AES-256 at restAll databases, storage, backups. Keys rotated quarterly.
Mandatory MFANo shared logins. SSO available on Operations+.
Role-based access controlSix defined roles. Minimum-necessary access enforced per role.
15-minute session timeoutEnforced at the platform layer. No override.
Tamper-evident audit logs6-year retention. Quarterly review with signed attestation.
No PHI in URLs, logs, or analyticsApplies to error tracking, usage analytics, third-party tags.
Process matters more than a static list. Six commitments — contractually enforced — for every vendor that touches PHI.
01
Every subprocessor under BAANo PHI flows to any third party without an executed Business Associate Agreement, reviewed by counsel before access is granted.
02
Quarterly inventory reviewFull subprocessor list re-validated every 90 days — purpose, scope of PHI access, BAA status, and security posture for each.
03
30-day change noticeAny new subprocessor or material change to an existing one is notified to clients 30 days before PHI flows through them.
04
Right to audit, contractuallyEvery subprocessor agreement preserves our right — and yours, by extension — to request evidence of their controls on demand.
05
Equivalent safeguards requiredSubprocessors must meet or exceed our own encryption, access control, and logging standards. We don't lower the bar for vendors.
06
Minimum-necessary, enforcedEach subprocessor's scope is contractually limited to the data their function actually requires. Nothing more.
Available on request
Current subprocessor inventory
BAA execution dates · scope of PHI access · risk classification · quarterly review log. Shared under mutual NDA during evaluation, alongside our policies, BAA template, and technical safeguards documentation. SOC 2 Type I report available upon completion.
Security questionnaire due Friday?
We reply in hours, not weeks — with the BAA, the policies, the subprocessor list, and the technical safeguards documentation.
Published pricing · two bookable packages · Enterprise on request
One price per package. The same price in year two.
Every engagement runs the same way: 90-day refund guarantee against your week-1 baseline, then month-to-month with 60-day cancellation. No annual contract, no upgrade paths, no performance-linked clauses. The price you see is the price you pay until you leave.
For solo practitioners and small practices (1–3 providers) where the main bleed is missed calls and no-shows. Not a stripped-down Operations package — a different product for a different practice.
AI Voice Reception (inbound, scheduling, FAQ, after-hours)
Website & SMS Chat with EHR integration
Automated reminders, confirmations, callbacks
Waitlist management
HIPAA BAA + subprocessor inventory
White-labeled ROI dashboard · monthly optimization
The 90-day guarantee
If we haven't reduced your missed-call rate and no-show rate against your week-1 baseline by day 90, 100% of the retainer you've paid is refunded. After day 91 — month-to-month, 60-day cancellation.
For multi-provider practices (4–10 providers) where the bigger opportunity is the operations layer — recall, intake, follow-up, treatment-plan presentation, RCM, inbox triage. The full operations partnership.
The 90-day guarantee
If we haven't moved your defined KPIs against your week-1 baseline by day 90, 100% of the retainer you've paid is refunded. After day 91 — month-to-month, 60-day cancellation. Same price, year two and beyond.
Enterprise
Enterprise
"The fully automated practice group"
Custom · let's talk
11+ providers · multi-location · custom scope
For practice groups where the implementation is more calculated, the timeline is longer, and the engagement structure is negotiated to fit. Not a bigger Operations package — a genuinely different engagement.
Everything in Operations
Full-cycle denial recovery + appeal management
Dedicated implementation team + solutions architect
Multi-location · multi-EHR orchestration
CFO-grade reporting · SLA-backed support
Contract terms negotiated per engagement
Engagement structure
The guarantee window, exit terms, and pricing are structured around the engagement. We'll walk through the specifics on the discovery call — nothing is buried.
What this looks like in practice
Flat monthly retainer regardless of provider count, location count, or specialty. No multipliers. No per-seat add-ons. The price is the price.
3-provider primary care · Communication · 1 location$2,400/mo flat · $5,000 setup (waived for early adopters) = $2,400 / mo
6-provider GP dental · Operations · 1 location$5,800/mo flat · $12,000 setup (waived for early adopters) = $5,800 / mo
10-provider derm group · Operations · 2 locationsSame flat retainer regardless of size: $5,800 / mo
4-provider mental health · CommunicationBehavioral practices typically need Communication scope, not the full ops partnership: $2,400 / mo
For 11+ provider groups and multi-location practices, see the Enterprise card above — scope and pricing are structured per engagement. The discovery call starts with scoping, not a number.
The contract · Communication + Operations
The terms are the same on both bookable packages. The price is the only thing that changes.
Every commitment below applies to Communication and Operations. Enterprise contract terms are negotiated per engagement — see the Enterprise block above. There is no annual-lock path, no charter cohort, no price freeze on the bookable packages.
90-day refund
100% cash back, no remediation period
If we haven't moved your week-1 baseline KPIs by day 90, every dollar of retainer comes back. Not credits. Not free months. Cash refund. Setup fee retained for integration work delivered.
Day 91+
Month-to-month, 60-day notice
The engagement converts to month-to-month after the guarantee window. Cancel any time with 60 days written notice. No early-termination penalty. No performance clauses to argue about.
Year 2 & beyond
Same price, no escalation
The monthly rate doesn't change unless we both agree to change it. No CPI clause. No "year-two adjustment." The price you sign at is the price you pay until you leave.
QBR cadence
Operational practice, not exit trigger
Every 90 days we review KPIs, identify what's working, adjust the plan. These are how we run the engagement — not contractual levers. Bad QBR? Same recourse: 60-day cancellation.
Setup fee
One-time, waivable for early adopters
The setup fee is one-time, not recurring. Waived for the first 15 clients of each package as a time-limited signing bonus — that window closes when the count is hit, and we say so publicly.
What's not here
No charter slots. No annual lock.
No tiered upgrade paths. No specialty multipliers. No per-provider add-ons. No performance-linked price reductions. No year-one promo rates. The strongest pricing is the one with nothing to negotiate down from.
The questions a sophisticated buyer will ask
The answers we'd give a fractional CIO or consultant across the table.
If your practice has an advisor reviewing the contract, here's what they'll ask and how we answer. Written this way so you don't have to forward the email.
90 days isn't enough to prove it works.
Baseline measured in week one. Improvement target set against your numbers, not industry averages. If we can't move your specific KPIs in 90 days, we don't deserve to keep the engagement. Want 120 days? Fine — but the refund window doesn't change.
What does the refund cover, specifically?
Every dollar of monthly retainer paid through day 90. The setup fee covers our integration work either way — that's the only money we keep. If the setup fee was waived under the early-adopter window, the refund covers retainer only; nothing extra is owed.
What happens if performance plateaus after month 4?
Cancel with 60 days written notice. No penalties. No remediation period required. You don't need to invoke a clause; you don't need our permission to leave.
Why no annual commitment discount?
Because there is no annual commitment. You're paying for the month you got. If we're not earning the next one, you don't owe us next month. There's no lock-in to compensate for.
What's the price in year two?
Same as year one. No escalation clause. We re-evaluate scope together at QBRs — the rate doesn't change unless we both agree to change it.
Why is Communication only 40% less than Operations with half the features?
Different product for a different practice. Not a stripped Operations package. Most solo practices choose Communication; most multi-provider groups choose Operations. We'll show you which one fits when we look at your numbers.
We want a price reduction if KPIs miss in any given month.
We don't do performance-linked monthly discounts — they punish seasonal dips, not real underperformance. The protection is cleaner: if it's not working, you cancel with 60 days notice. That's a stronger guarantee than a partial credit.
Why is the price the same regardless of provider count or specialty?
Because pricing complexity is the consultant's playground. A per-provider, per-location, per-specialty model gives a sophisticated buyer six surfaces to negotiate against. Flat retainer means one number to evaluate against one outcome. It costs more for small practices and less for large ones — that's the deal. Communication exists precisely so small practices have a price point that fits.
Why isn't Enterprise priced publicly?
Because the scope genuinely varies — provider count, EHR complexity, multi-location orchestration, and the depth of the RCM engagement all shape what it costs to deliver well. We don't publish a number we can't stand behind. The discovery call for Enterprise starts with scoping, not a price. What won't vary: we'll tell you the number before you sign anything, and we'll tell you why.
Not sure which package? We'll tell you.
A 30-minute call, a quick look at your specialty, EHR, and provider count, and a package recommendation. If Communication is enough, we say so. If you're in Enterprise territory, we'll tell you that too — and what it means for the engagement.
The field guide
Field notes from inside the healthcare AI rollout.
Our team has been in the room when the rollout failed, in the room when it worked, and we write up the difference. No bylines, no thought-leadership filler — just what we'd tell another operator over coffee.
Pillar guide · category-defining
Why healthcare AI rollouts fail: the four killers and how to avoid them.
Integration that was never finished. Workflows stitched across six vendors. Training that ended at kickoff. Compliance quietly cut to ship faster.
18 min read · Updated April 2026 · No gate
Inside this guide
01The integration that was never finished
02The six-vendor workflow stitch
03The training that ended at kickoff
04The quiet compliance cut
→The 12-week recovery playbook
→The vendor-evaluation checklist
The library
Guides, calculators, and questionnaire templates.
EHR Modernization
What your AI vendor isn't telling you about Epic Community Connect
The promises sound great. The integration timeline is where the truth lives.
Guide12 min
Compliance
The HIPAA-compliant AI vendor checklist
Seven specific questions that reveal whether a vendor is quietly non-compliant.
ChecklistDownload
Dental · Pillar
The $140K dental practices leave on the table every year
Hygiene recall, treatment-plan decay, no-shows, missed calls — the four leaks, the recovery math, and the playbook to close each.
Pillar Guide22 min
Dental
Hygiene recall: the 200-patient list hiding in OpenDental
Where the dormant patients live in the EHR, how to score them, and the cadence that actually re-books.
Playbook11 min
Tool · ROI Calculator
Your practice's recovery calculator — by specialty
Six specialty-specific calculators. Enter provider count, no-show rate, visit value.
Interactive5 min
Change Management
Earning front-desk buy-in: the conversation that matters most
The one meeting that decides whether the rollout succeeds.
Field Note8 min
Want a guide written for your specialty?
Tell us what you're trying to figure out. If we haven't written it yet, we probably should.
How we calculate the numbers
Every claim, cited. Internal modeling, flagged.
Industry-published benchmarks (specialty associations, MGMA, AMA, HFMA, peer-reviewed studies, named vendor reports) are the workhorse. Where the math comes from internal modeling — combining sourced inputs to produce a recovery estimate — we mark it with an M tag. Look for the small superscript numbers on every claim; they link here.
Dental — recovery math
Sourced for a 6-provider independent GP dental practice. Range: $80K–$140K (sum of components: $35–55K hygiene + $12–20K treatment + $15–30K no-show + $18–35K missed-call). Components assume separate patient populations to avoid double-counting (e.g., overdue hygiene patients ≠ missed-call leads).
D-1
Hygiene recall recovery: $35K–$55K / yr
eAssist Dental Solutions, "Hygiene Recall/Recare by the Numbers" (2024). 60–70% industry-typical recall rate; 80–85% top quartile. dentalbilling.comModeled
D-2
Treatment-plan reactivation: $12K–$20K / yr
Practice Numbers, "Tracking Case Acceptance Rates for Dental Practice Growth" (2024). 50–60% average case acceptance; 46% completion rate of scheduled plans. practicenumbers.comModeled
D-3
No-show baseline 15% (industry average)
Solutionreach, "National Average No-Show Rate Analysis" (2024). 15% industry baseline; 5–10% top-quartile. solutionreach.com
Peerlogic, "DSO Case Study Call Analysis" (Feb 2026). Largest recent sample (4,280 calls across 26 practices). Materially lower than older industry benchmarks. peerlogic.com
D-5
87% of US dentists in non-DSO independent practice
ADA News, "Practice Modality by the Numbers" (2024). ADA Health Policy Institute data. adanews.ada.org
D-6
$942K median annual gross billings per dentist
Overjet (citing ADA data), "Average Dental Practice Revenue 2025" (2024). overjet.com
Primary Care — recovery math
Sourced for a 5-provider independent primary care practice. Range: $45K–$85K typical. Verification note: We initially modeled $83K–$125K, anchoring on an NCQA HEDIS-derived preventive-care gap closure figure that did not survive verification as a specific recovery number. Revised to $45K–$85K using conservative no-show + missed-call + preventive-reactivation modeling.
PC-1
EHR inbox time: 84–90 min / day baseline; achievable reduction to ~45 min (50%)
Sinsky et al., "Tethered to the EHR: Primary Care Physician Workload Assessment" — Mayo Clinic / Wisconsin family medicine cohort, peer-reviewed (2017, updated 2023). PMC5593724 · PMC11233089
PC-2
No-show baseline 6.81% (2023)
MGMA DataDive, "Patient No-Shows Holding Steady at Medical Groups" (2023). Pre-pandemic 7%, post-pandemic low 5%, current 6.81%. mgma.com
PC-3
22.4% of physicians in independent primary care (down from 37.8% in 2019)
AMA, "Physician Practice Characteristics 2024" (official AMA survey). ama-assn.org PDF
PC-4
$260M annual cost of PCP burnout-related turnover
Sinsky et al., "Health Care Expenditures Attributable to PCP Turnover," Mayo Clinic Proceedings (2021). Peer-reviewed. mayoclinicproceedings.org
NCQA HEDIS preventive-care submission rates (37–70% varies by measure)
NCQA, "State of Health Care Quality Report" (2024). HEDIS measure data across health plans. ncqa.org
Cardiology — recovery math
Sourced for a 6-provider independent cardiology practice. Range: $150K–$280K within 12–18 months (Operations for 4–10 providers; 11+ provider groups fall under Enterprise scope). Verification note: We initially modeled $350K–$650K; revised down after second-pass verification — recovery rates above 40% of at-risk pool exceed industry norms and the upper bound was not defensible.
C-1
12+ hours/week prior-auth burden per provider; cardiology runs on the high end of all-physician average
Cardiology denial rate: 10–12% industry average first-pass; HFMA target <5%
HFMA, "Denials Management Resource Hub." (Initial estimate of 15–20% reflected poorly-controlled practices, not the industry average; revised to 10–12%.) hfma.org · medibillrcm.com
C-4
$262B in initial claim denials nationally (2024); 4.8% of net revenue lost to denials
30.7% of cardiologists in physician-owned practice (down from ~74% in 2008)
"Consolidation Among Cardiologists," PMC peer-reviewed study + ACC Business of Medicine (2024). PMC8928570 · acc.org
C-6
Median cardiology compensation $588K (2024); 9,850 wRVU/year
FOCUS Cardiology Practice Valuation Benchmarks 2026. focusbankers.com
C-7
$500K–$700K revenue at risk; $150K–$280K recoverable in 12–18 months (30–40% recovery rate)
Internal modeling: 6-provider practice × ~$5M revenue × 10–12% denial rate × 30–40% industry-typical RCM automation recovery rate. We pulled back the upper bound after second-pass verification flagged that recovery rates >40% on at-risk dollars exceed peer-reviewed industry norms.Modeled
Dermatology — recovery math
Sourced for a 4-provider independent derm practice. Range: $45K–$85K typical, excluding practices on ModMed Bonsai or Nextech NextPatient (where native AI scheduling has feature parity).
Sourced for a 4-provider mental health practice. Range: $20K–$40K typical. Verification note: We initially modeled $60K–$80K, driven by a 1.5–2.0× intake throughput multiplier that did not survive verification — no peer-reviewed or vendor case study supported throughput multipliers above ~1.2× for behavioral health practices. Revised to $20K–$40K using conservative no-show reduction + intake automation.
M-1
No-show rate: 20–30% (highest of any outpatient specialty)
PMC peer-reviewed mental health no-show literature (2020–2023). PMC9004215
M-2
Average therapy session $139; psychiatry $80–$500
SimplePractice analysis of 105M sessions across 50 states (2024). Largest transactional dataset for behavioral health. simplepractice.com
M-3
National wait time 48 days; provider workforce shortage of 136K psychologists projected by 2038
HRSA, "Behavioral Health Workforce Brief" (2025). bhw.hrsa.gov PDF
Solomon Advising practice management benchmarks (2024–2025). solomonadvising.com
M-5
$20K–$40K recovery for 4-provider practice (no-show reduction + intake automation)
Internal modeling: 4-provider × 25 sessions/wk × 70% utilization × $139–$200 session value × 5–10pp no-show reduction = $15K–$30K, plus $5K–$10K intake automation. An initial model of $60K–$80K anchored on a 1.5–2.0× intake throughput multiplier that did not survive verification — no peer-reviewed or vendor case study supported throughput multipliers above ~1.2× for behavioral health practices.Modeled
OB/GYN — recovery math
Sourced for a 6-provider independent OB/GYN practice. Range: $50K–$75K typical. Verification note: We initially modeled $75K–$130K, with the upper bound including a "7% delivery cross-sell" assumption worth ~$52K. Verification identified that delivery volume is driven by patient acquisition (pregnancy onset), not scheduling automation — the cross-sell component was removed and the range revised down.
OB-1
75.5% early prenatal-care initiation; ~84% adequate adherence (national)
CDC NCHS Data Brief 550 (Feb 2026). National Vital Statistics. cdc.gov
OB-2
ACOG 2025: 6–10 visits for low-risk pregnancy (replacing traditional 12–14)
ACOG, "Tailored Prenatal Care Delivery for Pregnant Individuals" — Clinical Consensus (April 2025). acog.org
OB-3
46.3% of OB/GYNs in physician-owned practice (vs. 35.4% all-physician average)
AMA, "Physician Practice Characteristics 2024" (table 1). OB/GYN runs above the all-physician average for ownership. (An initial figure of "22% independent" could not be verified to a primary source and was revised to 46.3% physician-owned per AMA table 1.) ama-assn.org PDF
OB-4
Routine GYN visit $130–$190; vaginal delivery global package ~$8,000 patient-facing, $3K–$5K physician net
ACOG payment guidance + Blue Cross NC global maternity reimbursement guidelines (2024). acog.org · bluecrossnc.com
OB-5
$50K–$75K recovery for 6-provider practice (well-woman recall + no-show reduction)
Internal modeling: 6 providers × 2,000 GYN visits/yr × $160 avg × 5–10 pp recall lift = $30K–$50K, plus $15K–$25K no-show recovery. Recovery applies to office-visit volume only — delivery volume is driven by patient acquisition (pregnancy onset), not scheduling, so was removed from the upper bound on second-pass verification.Modeled
Cross-cutting service-page benchmarks
Industry-cited impact stats appearing in services modules. Several were tightened or replaced after second-pass verification — initial claims included an unverifiable 3.4× conversion lift, a 30% rooming reduction without a specific intervention source, a 15–25% reactivation rate that could not be traced to a primary source, and a ~50% EHR time reduction framed as a measured outcome when it was actually a capability statement. All figures below reflect verified ranges.
REV-1
"5–15% of revenue" leakage from front-desk and revenue-cycle gaps
MGMA 2025 Financials and Operations Report frames revenue-cycle leakage as a percentage of revenue (varies 4.8–15% depending on practice). HFMA's $262B in initial denials = ~4.8% of net revenue. Replaces an initial "$10–14K/month" estimate that was internal-modeling only. mgma.com · HFMA via bulwarkhealth.info
S-1
"50–70% call containment on scheduling/routine calls" — vendor-typical for production deployments
Hyro deployment data (Intermountain Health, Novant Health, Catholic Health 57%); other vendors report 40–60% baseline, 70% achievable on mature scheduling workflows. Scoped to scheduling/routine calls, not all inbound. hyro.ai
S-2
"20–35% no-show reduction" — peer-reviewed intervention literature
"30–50% of avoidable denials prevented" with automated claim scrubbing
Deloitte 2024 RCM analysis: automated claim-scrubbing prevents up to 85% of avoidable denials; typical practice realizes 30–50%. HFMA <5% target denial rate. (An initial framing of "15–25% denial reduction" was imprecise — that describes a baseline range, not a reduction figure; reframed to "30–50% of avoidable denials prevented.") hfma.org
CMS 2024 Final Rule mandates 72hr (urgent) / 7d (non-urgent) PA response by 2026 — a 50% improvement for some payers. Vendor automation tools report up to 75% faster end-to-end. (Initial "40%+ faster" figure was directionally correct but conflated CMS mandate timelines with vendor automation claims; separated and reframed.) CMS rule via healthcaredive.com · AMA position
S-5
"10–20+ staff hours saved per week" with voice AI
Women's Health Connecticut case study (10 hrs/day with full deployment). Conservative "10–20+ hrs/week" range covers typical SMB practice with 30+ patients/day. AMA
S-6
"60–70% routine scheduling resolved"
Hyro production deployments. 40–60% baseline; 65% achievable. Scoped to scheduling/routine intake, not complex clinical inquiries. hyro.ai
S-7
"20–40% booking completion improvement" with chat-based intake
Industry vendor reports on booking completion. Replaces an initial "3.4× conversion lift" figure that could not be verified to a primary source. firstpagesage.com benchmarks
S-8
"5–15% of outreached patients schedule" from reactivation campaigns
Conservative range based on direct vendor case studies (Solutionreach, Weave) — often gated, but 5–15% scheduling rate aligns with public benchmarks. (An initial "15–25% reactivation rate" could not be verified to a primary source.) solutionreach.com
S-9
"3–5 hrs/wk per provider saved on inbox; 40–60% of routine messages deflected"
Affineon vendor case studies + KLAS Arch Collaborative Message Burden Report 2025 (48% of physicians cite half their messages as deflectable). (An initial "~50% reduction in EHR time" was framed as a measured outcome; revised to a capability statement supported by deflection data.) affineon.com · KLAS
S-10
"8–12 min saved per check-in; 5–8 min faster rooming"
DocResponse 11-min saved per visit. MGMA rooming benchmarks (Clinic A: 9 min, Clinic B: 6 min). (An initial "30% reduction in rooming time" could not be verified as a specific intervention outcome; replaced with absolute time figures.) docresponse.com · MGMA
PC-7
Missed-call recovery for primary care: $18K–$30K/yr (5-provider practice)
Industry advisories (Keona, Patient10x). 20-23% missed-call rate baseline; conservative 25% conversion of recovered calls to billable visits. keonahealth.comModeled
REPL
Package "Replaces ~$X/mo" math: Communication $3–5K · Operations $8–14K
Replacement value reflects what a typical SMB practice would otherwise spend on staff + tools that the package scope eliminates. Communication: basic answering service ($300–500/mo) + reminder service ($200–400/mo) + part-time front-desk coverage ($2–4K/mo). Operations adds: full Weave/Solutionreach ($400–600/mo) + recall service ($200–400/mo) + insurance verification (part-FTE $1.5–2.5K/mo) + reputation management ($200–400/mo) + ~1 front-desk FTE ($3–4.5K/mo) + RCM service or biller FTE ($4–7K/mo) + prior-auth coordinator ($3–4.5K/mo). Variance reflects practice size and complexity — flat retainer means smaller practices land at the lower replacement bound, larger ones at the upper.Modeled
Methodology notes
How recovery numbers are constructed when industry sources don't publish a single figure.
METH
Recovery numbers tagged Modeled are internal calculations
We combine published industry baselines (no-show rates, visit values, denial rates) with practice-size and package-scope assumptions to produce a defensible recovery range. Every input is sourced. The combination is internal modeling — flagged so the reader can distinguish published claims from synthesized ones. Conservative, typical, and aggressive scenarios are reported as a range rather than a single point estimate.
SCOPE
Recovery models assume industry-median performance baselines, not top-quartile
If your practice already operates at top-quartile (e.g., <6% no-show, >90% call answer rate), recovery from SMBlify is smaller. If you're below median, recovery is larger. Discovery calls always involve quantifying your practice's actual baseline before sizing the recovery.
UPDATED
Page last updated: May 2026
Sources reviewed quarterly. Next refresh: August 2026.
See a number you want walked through?
We'll send you the spreadsheet behind the recovery model — the baselines, the assumptions, the math. No gate.
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