From intake to concierge.
One AI-native platform.
Four integrated AI systems engineered for healthcare workflows. Patient intake automation that ends duplicate data entry, a workflow integration layer that connects CentralReach, IntakeQ, DocHealth, and the rest of your stack, intelligent scheduling that matches clinicians to availability automatically, and a Parent AI Concierge that answers questions 24/7 from a private knowledge base. Architected against HIPAA-aware patterns from day one (BAAs, PHI redaction at the LLM boundary, encrypted storage and transit, audit logging, RBAC) and phased so the foundation ships first and proves the architecture before the more healthcare-specific layers go in.
Three failure modes most clinics live with.
Every practice we audit lives with the same three. Different shapes, same root cause: AI and automation never made it past the front desk demo.
Intake is duplicate entry, three times
Parents fill out forms, staff re-keys into IntakeQ, then re-keys into CentralReach, then re-keys again for insurance verification. Half your intake hours are the same fields typed into different systems.
Scheduling can't see the whole picture
Clinician availability, waitlists, cancellations, recurring patterns, and optimal matches live in different heads and spreadsheets. Filling a same-day cancellation slot is a phone-tag exercise.
Parents ask the same 50 questions after hours
Insurance, forms, office policies, home exercises, next appointment. Front desk handles them in business hours. The calls and emails after hours go unanswered and parent satisfaction takes the hit.
Four AI systems. One HIPAA-aware platform.
A platform built around four integrated AI systems. The Intake layer captures patient data once and propagates it to CentralReach, IntakeQ, DocHealth, and your insurance verification flow automatically. The Integration layer connects the systems you already use via self-hosted n8n with custom Python services where the off-the-shelf nodes fall short. The Scheduling layer matches clinicians to availability, manages waitlists, fills cancellations automatically, and respects recurring appointment patterns. The Parent AI Concierge answers questions 24/7 from a private knowledge base (RAG over your actual policies, FAQs, and resources, not generic ChatGPT) with explicit escalation logic when it hits a question that needs human judgment. Every layer is architected against HIPAA-aware patterns: BAAs with Anthropic and Supabase, PHI redaction at the LLM boundary, encrypted storage and transit, audit logging on every PHI access, and RBAC across the platform. Phase 1A ships the Concierge and Integration foundation. Phase 1B ships Intake and Scheduling once the substrate is proven and your team has confidence in the architecture.
What you get. Phase by phase.
Every phase ships with concrete deliverables you sign off on before the next begins. No vague "ongoing collaboration" hours, no mystery scope.
- 3 working sessions: current stack audit, workflow mapping, compliance review
- HIPAA-aware architecture doc covering BAAs, PHI handling, audit logging, RBAC
- API capability audit for CentralReach, IntakeQ, DocHealth (rate limits, auth, gotchas)
- Phase 1A and Phase 1B scope signed off in writing before any code is written
- RAG pipeline on Supabase pgvector with your private knowledge base (policies, FAQs, resources)
- Conversation flow with explicit escalation logic when parents need human judgment
- Web and SMS channels via Twilio, conversation history retained per parent
- Embeddings refresh workflow so knowledge base updates reflect in the concierge within minutes
- n8n self-hosted (HIPAA-compliant deployment) as the integration substrate
- Connections to CentralReach, IntakeQ, DocHealth, Google Workspace, Outlook, your CRM
- Custom Python services for any flow where n8n nodes don't go deep enough
- Webhook architecture for any future integration the platform needs
- Single-source intake form propagating to every downstream system automatically
- Insurance and eligibility verification via real-time API calls with structured outputs
- Document collection workflow with intelligent routing based on patient profile
- Parent notifications, appointment preparation flow, data validation at every step
- Clinician matching against patient profile, availability, and recurring appointment rules
- Automated cancellation backfill from waitlist with parent notification
- Rescheduling flow with parent-facing self-serve plus staff override
- Complete documentation: architecture diagrams, API docs, deployment instructions, source code, training session for your team
Twelve weeks. Foundation to full platform.
The build is phased so the AI foundation ships and proves itself before the more healthcare-specific layers go in. Click any milestone to see what is live by the end of it.
Deliverables this milestone
- 3 working sessions completed: current stack audit, workflow mapping, compliance review
- HIPAA-aware architecture doc covering BAAs, PHI handling, audit logging, RBAC
- CentralReach, IntakeQ, DocHealth API capability audit complete (rate limits, auth, gotchas)
- Written scope sign-off on Phase 1A and Phase 1B before any code is written
Deliverables this milestone
- RAG pipeline on Supabase pgvector with your private knowledge base live
- Conversation flow with explicit escalation logic and web plus SMS channels active
- n8n self-hosted (HIPAA-compliant) integration substrate live with primary tool connections
- Custom Python services live for any flow where n8n nodes don't go deep enough
Deliverables this milestone
- Single-source intake form propagating to every downstream system automatically
- Insurance and eligibility verification via real-time API calls with structured outputs
- Document collection workflow with intelligent routing based on patient profile
- Parent notifications, appointment preparation flow, and data validation at every step
Deliverables this milestone
- Clinician matching against patient profile, availability, and recurring appointment rules
- Automated cancellation backfill from waitlist with parent notification flows
- Rescheduling flow with parent-facing self-serve plus staff override capability
- Architecture diagrams, API docs, deployment instructions, source code, and training session delivered
Let's walk the platform together.
A 30 minute call where I share my screen, walk through the architecture for all four systems, and we pressure-test the HIPAA-aware approach against your real compliance posture. Bring one workflow you wish was automated and one parent question you wish was answered after hours. Happy to walk through commercials on the call.