Recall and reactivation
Overdue follow-ups and skin checks become texts and a call list for empty slots.
Two weeks after your recall export.
Healthcare. Owner-run US clinics
New patients call. Nobody calls them back.
Missed calls, faxed referrals, a shared inbox. We put every new patient on one list with a clock. Your front desk calls back the same day.
For clinics with 3 to 25 clinicians. Dermatology first. Podiatry and ENT next.
Callback list
Bluefern Dermatology
Example clinic. Fake data.
The problem
J.M.'s Tuesday, today.
Two things happen in your clinic every week. A referral comes in by fax and nobody books it. The phone rings at lunch and nobody calls back. Meet J.M. She is an example patient.
12:40 PM
Her family doctor faxes a referral. It lands in the tray. Nobody owns it.
12:52 PM
She calls you. Your front desk is at lunch.
1:30 PM
She calls again. She leaves a voicemail. Nobody hears it that day.
5:00 PM
The day ends. The fax is still in the tray.
Thursday
She books with another clinic. Nobody called her back.
The Front Door
Same Tuesday, with the Front Door.
Every referral and every missed call goes on one list. Each one has an owner and a clock. It sits beside your EHR. Your front desk still books the visit there, same as today.
12:41 PMReferral queue
Her fax is in the queue.
Fax, portal and email referrals land in one queue. AI reads the page and fills the fields. A person checks the key ones. Each referral gets an owner and a book-by time.
- Fax, portal and email in one queue
- Owner and book-by clock on every referral
- Booked or not, and who sent it
- New-patient emails and records requests too
- Live
- Day 7 after the callback list passes. Your team works it by day 21.
- We need
- A BAA with your fax vendor. Your Google Workspace or a Google Cloud project under BAA. One normal week of referrals.
Referral queue
Bluefern Dermatology
Example clinic. Fake data.
12:53 PMCallback list
Her missed call is on the list. She gets a text.
Every missed call and voicemail, from both locations, lands on one callback list. A clock starts. She gets a text with no clinical words.
- One callback list, every location
- Same-day clock on every call
- Text-back with no clinical words
- Live
- Day 7 after the BAA. Your team works it by day 21.
- We need
- A BAA. Admin access to your phone system. Texting registration. One front desk owner.
Example patient. Fake data.
1:30 PM
She calls again. Same row on the list, now two calls. Her referral is already in the queue.
2:15 PM
Your front desk calls her back. The list shows who called, how long she has waited, and that a referral came with her.
2:19 PM
Booked for Thursday.
Same day. Your front desk books it in your EHR, like today. The list marks it booked.
7:00 AM, WednesdayMorning count
You get the count.
One text at 7 every morning. Only counts: how many calls are waiting, and for how long. Never a name.
- Calls waiting, per location
- Yesterday's same-day callbacks
- No names in alerts
Example clinic. Fake data.
Free Leak Count
What this costs your clinic.
J.M. is one patient. In one example month at Bluefern, 42 referrals never got booked. Put in your own counts from last month. Change any number.
Bluefern Dermatology, example month
42referrals never booked
$10,500a month, first visits only
$126,000a year
310 missed calls on top. Some of them were new patients. The free Leak Count helps you count them.
How we start
48 hours
Free Leak Count
Send three counts. You get lost new patients in dollars, your worst hours for missed calls and a fix list.
Day 7
Callback list live
Module 1, after the BAA. Every missed call on one list.
Day 21
Your team works it
Then module 2, the referral queue, on the same clock.
Every month
Front Door Monthly
We run it, watch it and fix it. A leak report every month. Per location, 30 days notice.
- Pay on a pass test. We write the test. You sign it before we build. No pass, no milestone payment.
- Match or fix. We check the list against your phone report and fax log. A miss gets fixed free before your next payment.
- Switch us off. Nothing breaks. Nothing is written into your EHR. Your data and your setup stay yours.
Totals only. No patient names, no logins, no exports. You track none of them? That is the first finding.
Get Your Free Leak CountAlso on request
Same rails, more jobs. Only when you ask.
None of this is part of the Front Door. Concepts are not built for anyone yet. We ask first if you need them.
A skin check on your website
A visitor agrees, takes a photo and gets a plain report on oil, redness, texture and tone. One button: book a consult. That request lands in your referral queue.
Appearance words only. Not a diagnosis, a dermatologist checks in person. Adults only, consent first. Photo deleted after the report. No ad pixels.
Claim status board
Every claim by stage. Aging in four buckets. Payments that come back land in one list to post. Your biller works the claims.
First we ask how those files reach you today. If your biller already sends an aging report, you may not need this.
Prior auth status board
One tracker: item, payer, stage, due date. Staff move the stage. We submit nothing.
When you ask for it.
Also later: due-date alerts, reminder texts, a weekly page of counts, a licence check list. Not yet: an insurance exceptions list.
We do not do appeal letters, coding or payer rules. Your biller and your coder keep those.
Concept. Fake data.
Concept. Consent first, a plain report, then book a consult.
Patient data
How we keep patient data safe.
- BAA first.We sign one with you before we touch one record. Phone, fax, cloud and AI tools each have their own.
- It runs on your side.Your Google Workspace, or a Google Cloud project under BAA. Our automation host and database carry no patient data.
- Alerts carry counts only."4 missed calls waiting." Never a name.
- The free Leak Count is totals only.No exports, no logins, no screenshots. A file with names gets deleted and we tell you why.
- We never write into your EHR.We read. Your staff decide.
- A person checks key fields.AI reads first. A human confirms.
- We build and demo on fake data.Never on yours.
- No HIPAA certificate claim.Nobody issues one. So we do not claim one.
What clients say
What clients say after the system ships.
Word for word from Clutch, Upwork and LinkedIn. Each card links to where it was written.
LinkedInManaged Awais directly, multiple projects
He is spot on both understanding the issue in hand and deliverables.
I highly recommend working with Awais.
Legesse N TefferaHealth Plan Solution ManagementClutchAI Automation Development for HVAC Company
I'm very satisfied with their work.
Overall, I save 40 hours or more each week.
UpworkSlack Bot Automation
Setup was clean, triggers were accurate, and zero false alerts after launch.
Fast turnaround, clear communication, and he documented the workflow so our team can maintain it.
LinkedInClient, chatbots and automation workflows
They understand how to design and implement automation that actually works in production, not just in theory.
Communication was clear, timelines were respected, and they were comfortable handling both technical detail and real business requirements.
Dan GrattonFounder, CEO and Operating PartnerClutchAI Automation for Venture Capital Firm
Ai Data House has delivered on time.
LinkedInManaged Awais directly
His ability to understand challenges and then create the perfect scalable solutions has made a huge impact on our business.
He is great to work with, always follows through and continues to impress with his skill set.
Taylor BaehmOwner, Screen Printing NorthwestCase studies
What we built for clinics.
Care admissions office
Care office: 18 paper forms in one portal, same printout, Care admissions office, client build
Pick a patient and the forms fill. The PDF prints like the paper form.
Therapy clinicDemo build
Therapy clinic: check-in on a tablet, the right email each morning, Therapy clinic, demo build, video 1 minute
Therapy clinic: check-in to no-show email, nobody typing
Questions
What clinic owners ask first.
We sign a BAA with you before we touch one record. Every tool in the chain has its own BAA. It runs on your side, in your Google Workspace or a Google Cloud project under BAA. Nobody issues a HIPAA certificate, so we do not claim one.
Three counts from last month: referrals received, referral visits booked, and missed calls. Plus your usual new-patient visit value. Totals only. No patient names, no logins, no exports.
The Leak Count comes back 48 hours after your counts. The callback list is live on day 7 after the BAA. Your team works it by day 21. The referral queue follows on the same clock once the callback list passes.
No. We read, your staff decide. Switch us off and nothing breaks. Your data and your setup stay yours.
Each module is a fixed price, paid in milestones. A milestone is paid when it passes a test you signed before we built it. Monthly is per location, and you can cancel any month with 30 days notice. You see the number after your free Leak Count.
No. The claim board is a later concept. It shows each claim by stage and age, and payments that come back land in one list to post. Your biller or billing company works the claims. We build no payer rules, no appeal work and no coding checks.
No. It describes appearance only: oil, redness, texture, uneven tone. It never names a condition. Every report says: not a diagnosis, a dermatologist checks in person.
Free Leak Count
Send three counts. See your leak in 48 hours.
Use the contact form. Put the three counts and your visit value in the message. Totals only, no patient names.
Get Your Free Leak CountFor owner-run US clinics with 3 to 25 clinicians. Dermatology first, then podiatry and ENT.