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Software, automation and AI for healthcare practices

A day with no gaps left in it

We build and run the systems behind a practice: the phones at the front desk, the claims in the back office, and the software nobody sells you. They take the admin off your staff, so your staff can stay with the patients already in the building.

See what this would take to buildWhat we build
freed up each week on call handling
40+ hrsfreed up each week on call handling
per minute handled, against $1.00+
$0.06per minute handled, against $1.00+
layers of the practice, one team
4layers of the practice, one team

Sonoria, our AI voice platform, freed up 40+ hours a week on call handling alone for its first customer. Call handling is one of four things we build for practices.

Four layers of a practice, one engineering team

Most practices start with the phone, because that pain is obvious. The same team handles the follow-up, the back office, and the software that doesn't exist yet.

Calls, texts and web enquiries answered on the first ring, at any hour, without pulling staff off the floor.

After-hours & missed-call answering

Every call gets answered, day or night, so patients stop hanging up and calling the practice down the street.

Appointment booking with EHR sync

Books straight into the system you already run, so nothing gets double-booked and nobody has to call back to confirm.

Routine patient FAQs

Questions about hours, insurance, prep and parking get answered right away, and nobody leaves the floor to do it.

Insurance & eligibility checks

Confirms coverage and plan details before the patient sits down, while there's still time to sort out a problem.

New patient intake & forms

Collects history, contact details, and consent forms ahead of the first visit, so the chart is ready before they arrive.

Multi-location call routing

Each call goes to the right location or on-call provider, so front desks stop transferring calls to each other by hand.

Urgency triage & escalation

Recognises the calls that need a clinician now and escalates them to a human immediately, with the full context attached.

Patient access

The 10pm call your competitor misses

Most practices send after-hours calls to voicemail, and most patients don't leave one. They call the next practice on the list instead. Ours picks up, works out what they need, and books them in.

  • Answered in seconds across phone, text and web chat
  • Books into your EHR or PMS, not a separate calendar
  • Recognises urgency and escalates to a clinician immediately
  • Every interaction logged to the patient record automatically
Inbound call · 10:12pm, answered in 3s

Patient

Hi, I need to see someone about a chipped tooth.

Assistant

I can help. Is this causing you pain right now?

Patient

A bit, but it's bearable.

Assistant

Dr. Raines has 9:20am tomorrow. Shall I book that for you?

Written to Dentrix · Reminder scheduledBooked

Scheduling

A cancellation refilled in seven minutes

A late cancellation costs you the slot and the revenue. The system offers it to your waitlist the moment it opens, and confirms whoever takes it first.

  • Instant waitlist offers when a slot frees up
  • Reminders and confirmations on every appointment
  • No-show follow-up with rebooking offered on the spot
  • Reads live availability before it commits, so nothing double-books
Tomorrow · Dr. Raines, 0 gaps
08:40R. OkaforConfirmed
09:20M. DelgadoConfirmed
10:00Waitlist: J. ByrneBackfilled
10:40A. WhitfieldConfirmed
11:20S. KaurReminder sent

A 10:00 cancellation was offered to the waitlist and refilled in 7 minutes.

Patient engagement

The recall list everyone means to call

Every practice has thousands of patients overdue for a visit and nobody with the hours to work through them. This works the whole list, every month, and books what it can.

  • Recare and recall campaigns that run every month, all month
  • Lapsed treatment plans chased while the patient is still decided
  • Balance reminders with payment options offered over call and text
  • Post-visit follow-up that catches problems before they become reviews
Recare campaign · last 30 days
Overdue 6–12 months88 booked / 412 reached
Overdue 12–24 months41 booked / 260 reached
Lapsed treatment plans23 booked / 96 reached

152 appointments booked from a list nobody had time to call.

Back office and custom builds

The paperwork nobody went to medical school for

Referrals, outside records, prior auths and denials arrive faster than anyone can process them. We read, classify and route them. When the tool you need doesn't exist, we build it.

  • Faxed referrals and outside records filed to the right chart
  • Prior-auth packets assembled in the format each payer wants
  • Claims scrubbed before submission, denials triaged by fix
  • Portals, dashboards and integration layers built to order, and owned by you
Document inbox · 62 received today

Referral: Cardiology

Referral

Filed to chart

Outside records (14 pp)

Records

Summarised

Prior auth: MRI lumbar

Prior auth

Packet assembled

Fax: illegible header

Unknown

Needs a human

61 routed automatically. 1 flagged for a person to look at.

Configured for how your practice actually runs

The same platform, tuned to the vocabulary, scheduling rules and follow-up patterns of your specialty.

Specialty clinics

Dermatology, ophthalmology, orthopedics and women's health, including pre-visit screening and post-op follow-up.

Dental practices

Recare recall, treatment-plan follow-up, and hygiene scheduling wired into Dentrix, Open Dental, or Eaglesoft.

Med spas & aesthetics

Consult booking, package and membership questions, and waitlist backfill for the slots that cancel late.

Multi-location groups

One platform across every site, routing by location and provider, with reporting rolled up to the group.

Five steps, whether it's a workflow or a whole platform

What changes between practices is the rules, the integrations and the scope. The shape of the engagement stays the same.

  1. 1

    Discover

    We map your workflow, systems, and where staff hours actually go.

  2. 2

    Integrate

    Connected to your EHR, PMS, phone system, and billing stack.

  3. 3

    Automate

    Calls answered, documents read, follow-ups sent, claims scrubbed.

  4. 4

    Escalate

    Anything clinical or unusual handed to a human with full context.

  5. 5

    Scale

    Reporting back to you, and the system extended as the practice grows.

40+ hrs

Freed up every week on call handling alone, at roughly $0.06 a minute against $1.00+ for a traditional answering service.

Sonoria's first customer. The same system now runs for practices like yours.

Built for patient data from the first line of code

We plan for protected health information from day one. It decides how each deployment is isolated, logged and escalated, and we put it in writing before anything goes live.

  • HIPAA-aligned handling across every system we build
  • Business Associate Agreement signed before go-live
  • Encrypted in transit and at rest
  • Role-based access, scoped to what each person needs
  • Full audit log of every call, document, and change
  • Isolated deployment, so your data never shares a tenant
  • Nothing from your practice trains anything outside it
  • Defined escalation paths to a human clinician

It writes into the systems you already run

Automation that can't reach your EHR is just a nicer voicemail.

EHR, EMR & practice management

  • athenahealth
  • ECeClinicalWorks
  • DrChrono
  • NENextGen
  • Jane
  • Cliniko
  • DEDentrix
  • ODOpen Dental
  • Eaglesoft

Scheduling, billing & engagement

  • NexHealth
  • Zenoti
  • Boulevard
  • Mindbody
  • Google Calendar
  • Outlook
  • Stripe
  • SQSquare

Infrastructure & automation

  • Twilio
  • RIRingCentral
  • AWS
  • Google Cloud
  • POPostgres
  • n8n
  • SLSlack

Standards we exchange data over

  • HL7 v2
  • FHIR R4
  • X12 837 / 835 claims
  • Direct secure messaging
  • SFTP batch feeds

Not on the list? If it has an API, an HL7 feed or a data export, we build the connector as part of the engagement.

Against the two things you'd otherwise do

Most practices either stack up point tools and an answering service, or try to hire the build in-house.

CapabilityPseudobytesPoint tools & answering servicesIn-house build
Covers front desk, follow-up, and back office
Writes into your EHR, PMS, and billing stack
Built around your practice, not a template
Custom software built when no product fits
Time to production4–12 weeksFast, but shallow12+ months
Engineering team accountable after launchYou hire and keep one
Ongoing costOne partner5–6 subscriptionsSalaries + infrastructure
You own the code and the data

Before you book the call

No. Most practices start with the voice assistant because that pain is obvious, but it's one of four things we do. The same team builds back-office automation (prior auths, claims, document intelligence, referrals) and custom software like portals, dashboards, integration layers and internal tools.

Yes. We sign a BAA before go-live, encrypt patient data in transit and at rest, scope access by role, and log every interaction. Each practice gets an isolated deployment, and nothing from your practice is used to train anything outside your own system.

We disclose it, because practices that hide it get caught and it costs them trust. In our experience patients care far more that the phone was answered at all than about who answered it. Anything clinical or unusual goes to a human right away.

We integrate with the major EHR, PMS, and scheduling systems, including athenahealth, eClinicalWorks, DrChrono, Jane, Dentrix, Open Dental and NexHealth, over their APIs or HL7/FHIR. If yours isn't on the list, we build the connector. That's routine work for us.

That's the custom build side of this, and it's a large share of our work. We're a senior engineering team first. If the right answer is a patient portal, a care-coordination dashboard, or an internal tool nobody sells, we build it and you own it.

Front-desk automation is usually live in 4–8 weeks; larger custom builds run 3–6 months. Call handling runs around $0.06 per minute against $1.00+ for a traditional answering service. We quote the build after a discovery sprint, so the number comes with our reasoning attached.

Find out what to automate first

Four questions, under a minute. You'll get back where automation pays off first in a practice like yours, and what it would take to build.

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