INDUSTRY: HEALTHCARE

Operational Systems for Private Practices.

Stop trading billing hours for admin hours. I architect patient intake, scheduling, and retention systems that run securely in the background.

Audit My Workflow

The "Admin Trap" in Therapy

Therapists and private practice owners often hit a hard revenue ceiling. You sell your time, but every new patient adds non-billable administrative weight.

Manual intake forms, back-and-forth scheduling emails, and chasing insurance details create a "Context Switch" penalty. You cannot be fully present for a client if you are mentally tracking an unpaid invoice.

The "Gap"

Clients reach out when vulnerable. If you take 24 hours to reply because you're in session, they move on.

Privacy Risks

Using standard tools (Gmail, random form builders) without proper encryption risks HIPAA/GDPR compliance.

Operational Health Check

Speed to Lead (New Inquiry) Avg: 6 Hours
Intake Completion Rate Avg: 60%
Admin Hours / Week Avg: 10+ Hours

We reverse these metrics using automation.

What We Build

The Digital Front Desk

An intelligent intake system that captures inquiries, creates secure patient records, and sends welcome kits instantly.

TRIGGER Form Submission
CREATE Encrypted Record
SEND Welcome Email

Retention Engine

Automated "Gentle Nudges." If a potential client starts intake but doesn't finish, the system sends a supportive check-in after 24 hours.

WAIT 24 Hours
CHECK Form Status
IF Incomplete -> Email

Privacy-First AI

Local AI models (running on your server, not the cloud) that summarize patient notes and draft strategy plans without data leaks.

INPUT Raw Notes
PROCESS Local LLM
OUTPUT Clinical Summary

The Result: Clinical Focus

When your operations are automated, you stop being a "Office Manager" and go back to being a Clinician.

  • 15+ Hours Saved Weekly
  • 100% HIPAA Compliance
  • Zero Missed Inquiries

0s

Latency

The time between a patient asking for help and receiving a branded, supportive welcome packet.

Why "All-in-One" Tools Fail

Generic practice management software is often rigid. It forces you to work *their* way. By building a custom logic layer (using tools like n8n and NocoDB), we create a system that adapts to *your* therapeutic modality and intake process, not the other way around.

Deployed Architecture

See a live example of a therapy automation system.

Therapy Bot Interface
CASE STUDY

The "Adhoc" Assistant

How we built a local, privacy-first AI agent that reads patient forms and drafts clinical strategy plans in under 60 seconds.

Read Analysis ->

Is this right for your practice?

For You If:

  • • You run a private practice or small clinic.
  • • You are overwhelmed by non-billable admin.
  • • You care deeply about patient experience.

Not For You If:

  • • You are a large hospital system (Enterprise).
  • • You want a generic "Chatbot" on your site.
  • • You don't have a defined intake process yet.

Secure Your Operations.

Book a confidential audit. We will map your patient flow and identify where automation can protect your time.

Book Practice Audit