Your Front Office Is the Bottleneck.
AI Can Fix It.
Scope is strictly non-clinical. AI handles the admin layer: scheduling, intake, document routing, and billing comms. Every output has a human review gate and audit trail. HIPAA-conscious by design.
Faxes, Sticky Notes, and the Front Desk Running on Overtime
Every admin lead we've talked to describes the same week. Intake forms arrive on paper. Insurance verification eats hours. Referral faxes get scanned, re-scanned, and routed by whoever has a free minute. Appointment reminders go out when someone remembers to send them. Billing AR sits in a queue because denials take real time to triage. The front desk is the bottleneck, and adding headcount hasn't been cheap or fast.
Healthcare has been cautious about AI and that caution is earned. But the non-clinical admin layer (scheduling, intake extraction, document classification, billing follow-up) is exactly what compresses cleanly when every output has a staff review gate and every model call is audit-logged. That's the lens this audit uses. Nothing touches clinical decisions.
What We Build for Healthcare Admin
Four non-clinical build patterns that come up on almost every practice audit. Staff reviews every patient-facing output. Nothing touches clinical decisions.
Drop no-shows, fill the schedule
- Reminders 48 hours out, confirmations day-before
- No-show follow-up within 24 hours
- Staff sees everything and can override
Cut intake time 50%+
- Pulls existing patient data into intake forms
- Insurance verification fields auto-populated
- Flags missing fields before staff review
Inbound docs routed in minutes
- Classifies referrals, faxes, intake forms by type
- Routes to the right staff queue or chart location
- Routing only: no clinical interpretation
Shorten AR, work denials sooner
- Claim status checks on a schedule
- EOB reconciliation against expected payments
- Denials categorized for staff triage (no appeals automated)
Audit, Build, Maintain
Every engagement starts with a free 30-minute audit. If we find enough hours to return, we scope a fixed build at the tier that matches your practice. No retainer required, no mystery pricing.
Free 30-Min Audit
Map non-clinical ops, identify the 3–5 workflows with the highest ROI, show you rough numbers and which tier fits.
Scoped Proposal
Fixed-scope build at a tier you pick. BAA coverage where required, clear deliverables, milestones, and a target go-live date. Pay on delivery milestones.
Build + Maintain
Ship the workflows with staff review gates and audit logging on everything. Monthly: Nextera hosts it, we monitor + fix bugs, priority Slack support. Cancel anytime. The build is yours.
Pricing Tiers
- One focused non-clinical workflow with staff review and audit logging
- 1–2 integrations with your EHR, PM, or scheduling tool
- Staff review gate on anything that ships externally
- Monthly: Nextera hosting, monitoring, bug fixes, priority Slack
- AI usage included up to a tier cap (overage at cost)
Best for one painful non-clinical task eating 10+ hours a week.
- Everything in Starter, plus:
- 3–5 connected non-clinical workflows across one function
- Dashboards and notifications for the function lead
- Integrations across EHR, PM, and front-office tooling
- Review gates, audit logs, role-based access where they matter
Best for a function (front office, billing, scheduling) where several workflows compound.
- Everything in Growth, plus:
- Full non-clinical ops system with private model routing
- BAAs, role-based access, and full audit logs
- Integrations across EHR, PM, billing, and scheduling
- Dashboards for ops, billing, and practice leadership
- Quarterly reviews
Best for practice-wide transformation across non-clinical operations.
Scope stays non-clinical. Every patient-facing output is staff-reviewed and audit-logged. Monthly covers Nextera-hosted infrastructure, monitoring, bug fixes, priority Slack, and AI usage up to a tier cap (overage at cost). Cancel anytime. The hosted system stops, but the build is yours; email a code handoff request anytime.
Wondering if hiring is cheaper than building? See the full cost-of-hiring comparison →
What the 30-Min Audit Covers
Pull your practice manager and (if possible) whoever owns compliance. We ask specific questions about front-office flow, document intake, and where admin hours quietly stack up. Scope stays non-clinical throughout.
- Front office workflow: intake, check-in, insurance verification, scheduling. Which pieces are automatable with audit trails intact and staff approval gates on every patient-facing output.
- Document routing: inbound faxes, referrals, and forms classified and routed to the right queue. Routing only, not clinical interpretation. Where AI compresses paper-to-chart time without making any care decision.
- Patient comms (non-clinical): appointment reminders, confirmations, intake form pre-fills, billing notices. What can be auto-drafted with staff approval and what stays hand-written by design.
- Billing and AR workflow: claims status follow-up, EOB reconciliation, denial triage categorization. Back-office only. Where AI compresses the queue without touching clinical coding judgment.
- Compliance and audit readiness: where logging is thin today, where AI outputs need retention policies, and what BAA coverage is required before PHI enters any workflow.
Free, 30 minutes, no pitch. Scope stays non-clinical.
Frequently Asked Questions
Does any of this touch clinical decisions?
No. The scope is explicitly non-clinical: scheduling, intake, document routing, appointment comms, and billing admin. Nothing we build offers diagnostic support, treatment recommendations, or anything that requires clinical judgment. Clinical decisions stay entirely with your providers. That's the bright line and we won't cross it.
How do you handle HIPAA and PHI?
HIPAA compliance is scope-dependent and we flag BAA requirements up front. Every build uses private model routing with no third-party training, role-based access, and full audit logging. Where PHI is involved, we walk through your data-handling policies, sign the required BAAs, and only build workflows that meet your compliance standard. If a scope can't be de-risked, we tell you and don't build it.
How do I know which tier is right for me?
That's exactly what the free audit is for. In 30 minutes we'll map your non-clinical workflows, see where the hours are going, and tell you whether Starter (one focused workflow), Growth (a function-level build), or Scale (practice-wide) is the right first move. Most practices start with Starter or Growth and expand from there. You can also preview the full tier breakdown beforehand if you want to self-serve.
What does the monthly cover and can I cancel?
Monthly covers Nextera-hosted infrastructure, uptime monitoring, bug fixes, priority Slack support, and AI usage up to a tier cap (overage passes through at cost). It's month to month with no contract. Cancel anytime: the hosted system stops, but the build is yours. Email a code handoff request anytime and we'll send the source so you can self-host or hand to another team.
Your Staff Didn't Train to Chase Faxes.
30 minutes, free. We'll walk through your front-office flow, document routing, and billing AR, and show you where non-clinical AI fits. Every output stays staff-reviewed and audit-logged. If your ops are already tight, we'll tell you and we'll part ways.
Know exactly what you want built? Get a scoped quote instead →