Done-for-you, US and Canada
AI automation for healthcare practices, from the first call to the back office
HealthOps Automation answers every patient call, fixes booking errors, brings back patients who drop off, and automates the admin behind your front desk. Done for you, for clinics across the US and Canada, working with the software you already use.
- Month-to-month after setup
- BAA signed in the US
- No clinical notes, ever
Front desk day sheet
Calls that would have hit voicemail
New patient, lower back pain
7:52 am
Booked Thu 9:30 with Dr. on duty
Before openingExisting patient
12:18 pm
Rescheduled, slot released to waitlist
Lunch hourWaitlist patient
12:21 pm
Took the freed 3:00 slot by text
BackfillAuto-accident case
6:47 pm
Intake taken, front desk notified
After hoursQuestion about parking
Sat 10:05
Answered, no callback needed
Weekend
01 · The leaks
Where do healthcare practices lose money?
Not in the treatment room. In the gaps around it: the unanswered phone, the wrong booking, the patient nobody called back.
Missed calls
Lunch, the check-in rush, after hours and weekends. The phone rings out and a new patient calls the next clinic on their list.
Booking errors and conflicts
The wrong clinician, the wrong appointment length, a double-booked room. Every mistake is a reschedule and an apology.
Patients who drop off
They stop booking mid-plan and nobody follows up. Clinics tell us these patients are often just let go.
Admin buried in approvals
Insurer approvals, referrals and data entry eat hours every week, and patients wait while staff chase.
82%
of callers say they'd call a competitor if they can't get through. (Source: CallRail, 2025)
02 · What we automate
What can be automated in a healthcare practice?
Everything operational, from the first ring to the monthly report. Nothing clinical: no charting, no AI scribes, no clinical decisions.
Front office
We start with your biggest leak. We grow into the rest.
03 · From discovery conversations
What do clinic teams tell us is going wrong?
Anonymised, from conversations with clinic staff. Not statistics, just what we hear again and again.
- Booking errors
“Admin staff book clinicians incorrectly, and it causes scheduling conflicts.”
How scheduling automation catches booking errors - Drop-offs
“Patients who drop off mid-treatment are often "just let go", with no structured follow-up.”
How structured reactivation works - Insurer approvals
“Waiting on and chasing insurer approvals eats admin time and delays care.”
How insurer follow-up is automated
04 · Estimate it
How much are missed calls and lost sessions costing you?
Two quick estimates. Change any number to match your clinic. Missed calls: calls × unanswered × new patients × would book × new-patient value. Lost sessions: clinicians × sessions lost a week × session value × 4.33.
Estimated revenue lost
$3,656/ month
$43,875 / year
About 11 new patients a month reach voicemail instead of your front desk. If half of them would have booked, that is the revenue walking to the clinic down the road.
Illustrative estimate. We'll calculate it with your real data in a free audit.
Get a free audit05 · Who we help
Which practices do we work with?
Chiropractic
Multi-doctor clinics and personal-injury practices.
Physio and rehab
Large multidisciplinary teams with central admin.
Dental
Independent practices with 3–10 providers.
Specialty practices
Dermatology, orthopaedics, women's health.
Canadian clinics
Physio, chiro and rehab. CAD pricing, PIPEDA and CASL.
Growing into multi-site groups and hospitals? We scale with you.
06 · How it works
How does a rollout work?
Slowly, on purpose. Your team keeps answering first until you trust what you see.
Read the full process- 01
Free audit
We test your phones at busy times and review call and booking data.
- 02
Build and test
Scripts, integrations, privacy setup.
- 03
Gradual launch
Overflow and after-hours first.
- 04
Monthly optimisation
And new automations as you are ready.
Will it work with the software we already use?
We work alongside common practice-management and scheduling systems such as Jane, ChiroTouch, Dentrix, athenahealth and others. Where a system has no open booking API, we start with call forwarding and booking requests, so nothing changes in your software.
Product names are mentioned for compatibility only. No partnership or endorsement is implied.
How is patient data protected?
HIPAA and privacy detailsUnited States
We sign a Business Associate Agreement (BAA). Every vendor touching patient data is under a BAA. Patient data stays in US-hosted systems.
Canada
We handle personal health information in line with PIPEDA and provincial privacy laws (such as BC and Alberta PIPA and Ontario PHIPA), and only send texts or emails with consent under CASL.
[CONFIRM: Canadian data-hosting option]
Straight answers
The questions owners ask first
Will patients hate talking to AI?
It only takes calls that would otherwise hit voicemail, and patients can always reach a person. Most patients care that someone answers and solves their problem.
We already have a receptionist.
Good. It takes the load off at lunch, during the check-in rush and after hours, so your receptionist can focus on the patients in front of them.
Will it work with our software?
We work alongside common practice-management and scheduling systems such as Jane, ChiroTouch, Dentrix and athenahealth. Where a system has no open booking API, we start with call forwarding and booking requests, so nothing changes in your software.
Do you touch clinical notes?
No. We do not do clinical charting, AI scribes or clinical decision-making. Clinicians already have tools for that, and anything touching clinical notes raises licensing concerns.
Is it HIPAA / PIPEDA compliant?
In the US we sign a Business Associate Agreement, every vendor touching patient data is under a BAA, and patient data stays in US-hosted systems. In Canada we handle personal health information in line with PIPEDA and provincial privacy laws, and only send texts or emails with consent under CASL. No product is "HIPAA certified", and we never claim to be.
Long contract?
No. Month-to-month after setup.
What if it doesn't pay off?
If we don't recover more than our fee in 60 days, you can cancel.
Resources
Latest guides for practice owners
- Canada
Chasing insurer approvals: how Canadian rehab clinics can automate ICBC and WorkSafeBC follow-ups
How Canadian rehab clinics can track and automate follow-ups on insurer approvals for motor-vehicle and workers' compensation cases, without new software.
- Scheduling
Booking errors in multi-clinician clinics: causes and fixes
Why booking errors and scheduling conflicts happen in clinics with many clinicians, and practical fixes from written rules to automated booking checks.
- Patient retention
How to stop losing physio and rehab patients who drop off mid-treatment
Why physio and rehab patients drop off mid-treatment, and a practical follow-up system to bring them back without adding admin work.
Free practice audit
Find out what missed calls and lost sessions are costing you.
Free audit, no commitment. We test your phones at busy times and show you the numbers.