Healthcare clinics on GO Pilot GO

Front-desk triage drafts, recall and reactivation outreach, prior-auth tracking, review responses, and weekly clinic ops reports. HIPAA-aware patterns for small practices and med-spas.

The problem

A small clinic loses revenue in three places: no-shows that never get rebooked, dormant patients who drift to competitors, and prior-auth follow-ups that fall through the cracks. None of those problems require a clinician. All of them require persistence, a tone the patient trusts, and someone watching the queue every day. That is what an agent fleet is for.

Agents in the fleet

Recall agent. Pulls patients overdue for a hygiene visit, annual physical, or follow-up from the EHR (or a CSV the front desk exports). Drafts an outreach email in the clinic's voice, addressed by first name, with two suggested times. Leaves as a Gmail draft for the front desk to approve.

Utterance"Every Monday at 8am, find patients overdue for their six-month cleaning, draft a warm reminder email with two openings this week, and leave as Gmail drafts for the front desk."

Reactivation agent. Same shape, longer horizon. Patients who have not been in for 12 to 24 months get a different tone and an offer if your practice runs them.

Prior-auth tracker. Watches a shared spreadsheet of pending authorizations. Anything past the carrier SLA gets a daily ping to the billing inbox with the patient, the procedure, the carrier, and how many business days late.

Review responder. When a new Google review lands, classify as compliment, neutral, or complaint. Draft a HIPAA-safe response (never confirm or deny the reviewer was a patient) and leave for the practice owner to send.

Weekly clinic ops report. Every Friday at 4pm, summarize the week: visits booked, visits completed, no-show rate, reactivations triggered, reviews received, NPS trend. One page, sent as a Slack DM to the owner.

Workflow

  1. Patient list lands in a shared Google Sheet (export from the EHR or a Zapier hop).
  2. The recall agent runs at 8am, drafts the outreach batch in Gmail.
  3. Front desk skims, hits send on the ones that look right.
  4. Replies route back to the front desk inbox; an inbox-triage agent flags the booking requests.
  5. The ops report rolls everything up Friday afternoon.

Setup checklist

  • Connect Gmail and Google Sheets via the guided OAuth in Connections.
  • Attach a markdown memory file with the clinic name, services, tone of voice, and forbidden phrases (anything that could be construed as medical advice).
  • Set every outbound action to require approval. No agent sends patient communication without a human tap.
  • Add reviewer-response examples (3 to 5 redacted samples) so the agent matches your practice's voice.

Costs and capacity

CostTypical clinic fleet runs ~1.5M tokens/mo plus zero voice and zero browser minutes. Comfortably inside Starter ($197/mo or $158/mo annual). Pro becomes interesting only when you add multi-location or sub-agent reporting.

Guardrails

  • Agents never send to patients directly. Drafts only, humans send.
  • Memory file forbids diagnostic language, dosing language, and anything that could be construed as PHI confirmation in reviews.
  • No EHR write access. Read-only via export, never automated charting.
  • Workspace daily cost ceiling caps spend per UTC day so a runaway loop cannot escalate.

Pairs well with

Combine with the customer support stack for inbound inbox triage and the finance ops stack for AR follow-ups on patient balances.