Automation for healthcare administration
Clinics and practice administration. Everything on this page is administrative: scheduling, paperwork, eligibility, records handling. We do not build anything that touches clinical decision-making, and the regulatory constraints here change the design rather than just the vocabulary.
We automate administrative workflows only — no triage, no clinical decision support, no diagnosis-adjacent tooling. Any engagement involving protected health information requires a Business Associate Agreement, and every component in the chain must be covered by one. That materially narrows the platform choices, and we would rather establish that on the first call than after a quote. If your requirement is clinical rather than administrative, we are not the right firm.
1. Patient intake and forms — $10,000 to $18,000
What happens now: forms completed on paper or a clipboard in the waiting room, then typed into the practice management system by front-desk staff.
What we build: digital intake sent ahead of the appointment, completed on the patient's own device, validated on submission, and written into the practice management system as structured data. Incomplete forms chased automatically before the appointment rather than discovered at check-in.
Double benefit: removes the transcription and removes the transcription errors, which in this context propagate into records that other decisions depend on.
2. Scheduling, reminders and recalls — $9,000 to $16,000
Appointment reminders on a defined cadence by SMS and email with confirmation capture, automatic waitlist backfill when a slot is released, and recall campaigns for patients due for periodic follow-up.
Clearest financial return on this page. No-shows are a direct revenue loss and a well-built reminder-plus-backfill workflow addresses both sides — fewer no-shows, and empty slots refilled rather than lost.
3. Referral handling — $10,000 to $18,000
Inbound referrals arriving by fax, email, portal and post, logged into one queue, acknowledged to the referrer, tracked against a response-time target, and escalated when they age. Outbound referrals tracked to closure so nothing is lost between practices.
Yes, fax. It remains a genuine transport in healthcare. Fax-to-structured-data is a normal part of these builds and we treat it as a first-class integration route rather than an embarrassment.
4. Insurance eligibility verification — $10,000 to $18,000
Eligibility checked automatically ahead of each appointment through the clearinghouse, coverage and co-pay written back to the record, and problems flagged to the front desk before the patient arrives rather than discovered at the desk.
Prevents the most common billing failure: care delivered against coverage that had lapsed or changed.
5. Claim status and denial tracking — $12,000 to $20,000
Claim status polled from the clearinghouse, denials categorised by reason code, routed to the right person with the supporting documentation assembled, and ageing tracked so nothing passes a resubmission window unnoticed.
Preparation, not submission. We assemble and route. A person reviews and submits. Billing is the high-stakes-with-delayed-signal case, and an automation that silently mis-codes creates a compliance problem rather than an inconvenience.
6. Records requests — $9,000 to $15,000
Requests logged with requester identity and authorisation captured, the statutory response clock tracked, retrieval tasks routed, release logged for audit, and delivery through an appropriate secure channel.
Compliance value: records-request response times are regulated. The tracking is mechanical and is frequently done in a spreadsheet, which is exactly the arrangement that fails an audit.
7. Provider credentialing and expiry tracking — $8,000 to $14,000
Licences, DEA registrations, malpractice cover, board certifications and payer enrolments tracked with escalating reminders ahead of expiry, and renewal packs assembled. A lapsed credential can invalidate billing for care already delivered, which makes this disproportionately valuable for a cheap build.
How HIPAA changes the design
Not a disclaimer — these are concrete constraints that shape what gets built.
- Every component needs a BAA. That rules out several mainstream automation platforms and AI providers at their standard tiers. Establishing the compliant stack is part of scoping, and it may mean self-hosting.
- Minimum necessary. Workflows carry the least PHI required. An appointment reminder does not need a diagnosis attached to it.
- Audit logging is mandatory, not optional. Who accessed what, when, and why — retained appropriately.
- Encryption in transit and at rest, including in any intermediate queue or store the workflow touches.
- Transport channels are constrained. Unencrypted SMS and standard email are limited in what they can carry; reminders can say there is an appointment, not what it is for.
- Access is role-scoped and revocable, with service accounts rather than individual credentials.
The practical effect is that healthcare builds sit at the upper end of our ranges for equivalent complexity, and platform choice is decided by compliance rather than by preference. We would rather quote that honestly than surprise you with it.
What we would do first
Reminders and recalls, then intake. Reminders have the clearest revenue return, carry the least PHI, and are the simplest compliant build — a good first project in a constrained environment. Intake second, for the hours and the data quality. Anything touching claims comes later, once the compliant stack is established and proven.
Administrative load, not clinical
Tell us which paperwork is consuming your front desk. We will tell you what is compliantly automatable and what is not.