19 years running operations at McKesson, Parkland Health, and Walgreens — compressed into AI-powered systems built for MedSpas, specialty pharmacies, multi-location clinics, and health-tech startups that can't justify Fortune 4 overhead.
27 questions. 5 sections. One honest score that tells you whether you're ready to automate — or wasting money about to. Covers HIPAA compliance, EHR integration, staff readiness, and budget reality.
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Fortune 4 enterprise operations at the scale that moves healthcare forward
Level 1 trauma center. Where operational failures are measured in lives, not dollars
National pharmacy chain. Systems that serve millions, built by the people who ran them
Every engagement is scoped before it starts. You know the cost, the timeline, and the deliverables. Results before your second invoice.
Patient intake, appointment booking, lead capture. HubSpot + Make.com integrations. Deployed in 5-7 days.
15-20 hours per week of embedded operations leadership. Diagnostics, team architecture, SOP library, management systems.
Root cause analysis on your biggest operational bottleneck. Full gap analysis with a 90-day implementation roadmap.
Branded AI front desk for aesthetic practices. Collects patient info, flags contraindications, books appointments automatically.
You're running a high-touch, high-margin practice — but your operations look like a scheduling spreadsheet and a sticky-note intake process. We fix that.
AI intake agents respond to inquiries the moment they arrive — midnight Instagram DMs included. Leads that previously aged out in the first 5-minute window now book before your front desk opens.
Structured digital forms replace paper and photo uploads. Contraindication flags surface automatically. Consent is timestamped and audit-ready — no manual chase before inspections.
Re-entry time estimate based on MGMA front-desk workflow benchmarks.Multi-touch reminder sequences (SMS + email) timed to each patient's appointment. Cancellation waitlists fill chairs automatically without staff intervention.
No-show reduction range consistent with published automated reminder studies (NCBI, 2023).Staff re-enters info from paper forms, photos get lost, contraindications are caught by memory instead of process. One error is a liability.
Reminder texts go out once, from someone's personal number. Rebooking is a manual chase. Revenue leaks every week.
You get inquiries from Instagram and Google. Someone responds when they have time. That window closes in 5 minutes — and nobody has a system to reopen it.
You know you're supposed to have it handled. You're not sure it is. That uncertainty compounds every month you don't resolve it.
Branded digital intake that collects patient history, flags contraindications, obtains consent, and syncs to your EHR — before they walk in the door.
Multi-touch reminders, smart rebooking prompts, and a cancellation waitlist that fills chairs automatically.
Instant response to every inquiry, with a sequenced follow-up flow that converts inquiries to booked consultations — 24/7, without staff intervention.
Operations audit. Map every intake, scheduling, and follow-up touchpoint. Identify the highest-cost failure modes.
AI intake form deployed. HIPAA-compliant digital intake replaces paper. Contraindication flags active.
Scheduling automation live. Reminder sequences, cancellation handling, and waitlist logic configured and running.
Lead response system active. Every inbound inquiry gets an instant, branded response with a booking link. Handoff SOPs documented.
Specialty pharmacy operates under more regulatory pressure than almost any other healthcare setting. The documentation burden is real. The margin for error is zero. The tools most practices use aren't built for either.
AI drafts the PA submission, surfaces missing clinical documentation before submission, and flags denials for same-day appeal. The revenue that was leaking through slow turnaround closes.
Patient-specific refill timing triggers automated multi-touch outreach sequences. Patients stay on therapy. You recover revenue from drop-off without a single additional FTE.
Every policy version, staff acknowledgment, and procedural exception is logged and timestamped automatically. Accreditation surveys shift from a scramble to a report pull.
URAC and ACHC are the two primary accreditation bodies for specialty pharmacy; documentation requirements are publicly published in their standards.Denials get appealed late or not at all. Revenue walks out the door because nobody owns the follow-up queue.
Patients fall off therapy because nobody called at the right moment. Adherence gaps mean revenue gaps and worse outcomes.
Policies exist. SOPs exist. Nobody can find them, nobody follows them consistently, and the next inspection is always closer than you think.
Training is tribal knowledge. When someone leaves, the knowledge leaves with them. Onboarding restarts from scratch.
Prior auth status tracked automatically. Denials flagged for immediate appeal. Revenue leakage closed at the source.
Proactive refill reminders timed to each patient's therapy schedule. Automated follow-up sequences keep patients on therapy without adding staff hours.
Every policy and procedure documented, version-controlled, and searchable. Staff gets the right answer in seconds, not the wrong answer from memory.
Full ops diagnostic. PA workflow, refill process, accreditation documentation, and onboarding mapped end-to-end.
PA tracking system live. Real-time status visibility, denial alerts, and appeal deadlines in one place.
Adherence outreach configured. Patient-specific refill timing with automated multi-touch sequences.
SOP library launched. Core policies documented and searchable. Training protocol standardized.
At two locations, inconsistency is an annoyance. At four, it's a liability. Patient experience, staff protocols, and financial reporting diverge until leadership is flying blind.
An AI receptionist handles appointment booking, triage questions, and location routing 24/7 — without hold times, without staff intervention, and without the inconsistency of six different front-desk conversations.
Ambient documentation tools and structured intake workflows reduce the documentation burden that occupies most of a clinician's after-hours time. That's 10 hours per week per provider that goes back to patient care.
2-hour daily documentation burden sourced from MGMA Physician Practice benchmark reports and Annals of Internal Medicine (Sinsky et al.).A unified dashboard surfaces patient volume, no-show rates, staff utilization, and revenue trends across every site — updated daily, without a manual pull or a dedicated analyst to produce it.
Patients complain about inconsistent experiences. Staff trains on different workflows. Management can't enforce what isn't standardized.
You learn about an ops problem at location 3 when it shows up in month-end numbers, not when it starts. By then it's a trend, not an incident.
SOPs exist on paper. Compliance is self-reported. When something goes wrong, you find out the process was never actually followed.
Everything is rebuilt from scratch: hiring, training, vendor setup, intake systems. No playbook means every expansion is a one-off project.
Every location runs the same intake, scheduling, documentation, and escalation process. Consistency is enforced by system, not by memory.
Real-time ops metrics across every location. Patient volume, no-show rates, staff utilization, revenue trends — visible without a manual report.
A documented, step-by-step playbook for opening new sites. New locations hit operational readiness in weeks, not months.
Cross-location ops audit. Map where processes diverge, where data doesn't flow, where leadership visibility breaks down.
Standardized intake and scheduling deployed to all locations. One process, configured once, running everywhere.
Leadership dashboard live. Key metrics from every site in one view. First anomaly report generated automatically.
Location launch playbook documented and tested. SOPs finalized. Management system handed off with training complete.
You've built the product. You understand the technology. What you don't have is someone who ran ops inside the systems your customers are trying to replace — and knows exactly where the friction is.
BAAs, HIPAA workflow documentation, and SOC 2 readiness prep — built from enterprise healthcare ops experience, not legal boilerplate. Enterprise security reviews that used to stall deals get answered in a call.
Documented processes, repeatable onboarding, and a compliance posture that a healthcare system's IT team trusts. Investors who've been burned by healthcare ops gaps find nothing to flag.
Systematized onboarding and AI-assisted customer ops mean a single CS hire does the work of two, with documented escalation paths instead of tribal knowledge. You scale revenue without scaling headcount in lockstep.
You can answer the product questions. You don't have a credible answer for HIPAA, SOC 2, or their IT team's specific integration questions.
The product works. The adoption doesn't happen because you didn't design around how clinicians actually operate — not how you imagined they would.
Everything important runs through you. No documented processes. No repeatable onboarding. You can't hire fast enough to fix this, and you can't raise without it.
The workflow you're automating was designed by engineers without clinical context. It solves the wrong problem — or solves the right problem in a way clinicians won't use.
An operator who ran the workflows your product is replacing reviews your product and tells you exactly where adoption will break — before your next pilot.
HIPAA documentation, BAA templates, and an audit-ready compliance posture — built from enterprise healthcare ops experience, not legal boilerplate.
Documented processes, automated workflows, and onboarding systems that let your team scale without the founder being in every decision.
Product and ops diagnostic. Review product-market workflow fit, internal process gaps, and compliance exposure.
Clinical workflow audit delivered. Specific, actionable gaps with recommended design changes for each friction point.
HIPAA posture assessment complete. Compliance documentation framework drafted and ready for legal review.
Core internal SOPs documented. Onboarding process systematized. Team can execute without founder bottleneck.
Process improvement and agile delivery. Not theory, execution.
Every system built with compliance baked in. Not bolted on.
Unlocks GovCon and corporate diversity supplier programs for your projects.
Everything documented, handed off, and running independently. No vendor lock-in.
Healthcare is too important for broken workflows and manual processes. The gap between "we should use AI" and "AI is running our front desk" is exactly 19 years of operational expertise. That gap closes here.