Less admin. More care.
Built for the 90,000 small medical offices drowning in paperwork.
HIPAA-aware AI assistants and trained nearshore medical admin handle scheduling, intake, prior auth, billing and patient outreach, so your front desk stops drowning and your team gets back to patients.
Your staff trained to care for patients, not to fight insurers and phones all day.
The phones never stop
Scheduling, reminders, refills and questions bury the front desk. Calls go to voicemail; patients go elsewhere.
Prior auth & billing leak revenue
Eligibility checks, prior authorizations and claim follow-ups eat hours, and every dropped task is lost income.
You can't afford more staff
A full-time admin or biller is expensive and hard to find. Overtime and burnout fill the gap until someone quits.
AI for the volume. Trained people for the judgment. Supervised, always.
We pair HIPAA-aware AI assistants, handling scheduling, reminders, intake and routine follow-ups around the clock, with trained nearshore medical administrators who manage the work that needs a human. Everything runs under supervision, with scoped, logged access to your systems.
AI handles the repeatable
Scheduling, reminders, intake forms, eligibility checks, recalls and after-hours triage, 24/7.
People handle the nuance
Prior-auth follow-ups, denials, complex billing and sensitive patient communication.
Compliance by design
HIPAA-aware processes, BAAs, least-privilege access and audit logging built in.
The administrative load, handled, start with your biggest pain.
Scheduling & reminders
Booking, rescheduling, confirmations and no-show reduction across phone, text and portal.
Patient intake
New-patient forms, demographics, insurance capture and chart prep before the visit.
Insurance eligibility
Real-time eligibility and benefits verification so the front desk isn't guessing.
Prior authorizations
Submission and relentless follow-up until the auth is approved.
Billing & revenue cycle
Claims prep, denial management and patient billing to plug revenue leaks.
Patient outreach & recalls
Recalls, follow-ups, satisfaction checks and care-gap reminders.
One pain point first. Real relief in about a week.
- Day 0Step 1
Practice call
20 minutes. We find your biggest bottleneck, phones, prior auth, or billing, and the fastest win.
- Week 1Step 2
Set up & comply
We sign the BAA, scope access to your systems, and configure the AI assistant and/or admin to your workflows.
- Week 2Step 3
Go live
Your assistant starts handling real work under supervision. You approve, we tune.
- OngoingStep 4
Expand relief
Add scheduling, billing, outreach or a dedicated admin as the wins stack up.
More coverage than a hire, more judgment than software.
| Gracemark | Local hire | Answering service | Software only | |
|---|---|---|---|---|
| Time to live | ~1 week | 6–10 weeks | Days | Days + setup |
| Cost vs FT admin | Fraction | Baseline | Low, limited | Low + your time |
| Handles prior auth & billing | ||||
| After-hours coverage | ||||
| Human + AI | human only | human only | AI only | |
| HIPAA-aware + BAA | varies | varies |
Fewer dropped calls, cleaner claims, calmer staff.
At a glance
- Buyer
- Small and independent medical practices, clinics and physician offices.
- What you get
- HIPAA-aware AI assistants and trained nearshore medical administrative staff.
- Tasks covered
- Scheduling, reminders, intake, eligibility, prior authorization, billing/RCM, patient outreach, after-hours triage.
- Compliance
- HIPAA-aware processes, signed BAAs, least-privilege scoped access, audit logging.
- Cost
- Flat monthly, typically a fraction of a local full-time admin or biller, no benefits load.
- Time to value
- AI assistant live in about a week; dedicated admin placed in a few weeks.
- Supervision
- All work human-supervised; you set approval thresholds.
Start with your biggest bottleneck. Add support as the practice grows.
Begin with an AI front-desk assistant or one nearshore medical admin handling your worst pain, phones, prior auth or billing. Add more as it pays for itself, all HIPAA-aware and supervised.
AI Front-Desk Assistant
Scheduling, reminders, intake and after-hours triage, 24/7.
Nearshore Medical Admin
Trained admin for prior auth, billing follow-up and patient comms.
Billing & RCM Pod
A managed team owning claims, denials and the revenue cycle.
AI-Enabled Staff
Your people, amplified with AI tools to do more per hour.
Nearshore Teams
Time-zone-aligned support that scales with demand.
Compliance & BAAs
HIPAA-aware processes, signed BAAs and least-privilege access.
Not sure where to start? Talk to a real person, not a bot, and we'll scope the one task that frees your front desk first.
Talk to a personWe're a small practice, is this built for offices like ours?
Yes. We built this specifically for the tens of thousands of small and independent medical offices that can't afford a big back-office team. You get the staffing leverage of a large group practice, AI assistants plus trained nearshore medical admin, priced for an independent office.
Is this HIPAA-aware? How do you handle patient data?
We work within HIPAA-aware processes and sign BAAs where we handle protected health information. Access is scoped, logged and least-privilege, and our people are trained on safeguarding PHI. We'll walk your compliance officer through the controls on the call.
What can an AI assistant actually do for a medical office?
Plenty of the work that buries your front desk: appointment scheduling and reminders, patient intake and forms, insurance eligibility checks, prior-authorization follow-ups, billing and claims support, patient outreach and recalls, and after-hours phone and message triage, all supervised by a human.
Will this replace my front-desk staff?
No, it rescues them. We absorb the repetitive, after-hours and overflow work so your team can focus on patients in the room. Most offices use us to stop overtime and burnout, and to avoid hiring another full-time admin.
How much does it cost vs hiring locally?
Typically a fraction of a local full-time front-desk or billing hire, flat monthly, no benefits load, no recruiting cycle. We model your specific numbers against your current staffing cost on the call.
How fast can we get help?
An AI assistant can be live within about a week. A dedicated nearshore medical admin is typically placed in a few weeks. We start with your single biggest pain point and expand from there.
Can you help with billing and revenue cycle?
Yes. We support eligibility verification, claims preparation and follow-up, denial management and patient billing, reducing the leakage that quietly drains small practices.
Get your practice's relief plan in 20 minutes.
One call. We find your biggest administrative bottleneck and show you the fastest, compliant way to take it off your team's plate.
20-minute call · HIPAA-aware · No obligation