Practice OS increases the quality of service your practice delivers and reduces the cost of running it. It connects your phones, PMS/EHR, CRM, intake, scheduling, payments, and follow-up into one governed practice brain, and a team of named AI agents works from it to answer, qualify, book, remind, collect, recover, route, and report, every action classified, evidenced, and logged. Anything sensitive is escalated for your approval.
Your providers keep clinical authority. Your team keeps governance and oversight. Your practice owns the patients, payments, workflows, data, and operating memory.
Tell us about your practice. We map the work your team is carrying, where the operation is slipping, what a governed agent workforce can safely take on, and what the governed build would look like.
Live agent activity
Ava booked a consult, sent intake link
2mNora re-engaged a no-show, rebooked
5mCleo collected a $1,200 deposit
8mNina flagged missing items, routed to the team
11mEvery action is logged with its evidence.
Work found: 3 consults missing deposits, $4,200 at risk
Needs approvalThis week, agent-influenced
Consults booked47
No-shows recovered9
Deposits collected$14.6k
Revenue influenced by agents$96k
Illustrative live view
The real problem
Staff are interrupted all day. Managers are chasing follow-up. Providers are busy with patients. Owners are trying to grow the business without a clear view of what is actually happening.
The result is a practice that works hard but runs with too many blind spots: missed opportunities, inconsistent execution, unclear vendor ROI, scattered reporting, and revenue nobody can confidently trace from lead to outcome.
The fix is not another disconnected tool or more staff hours. It is a governed workforce that supports your team, works from one practice brain, and does the work the same way every time.
Each one looks small. Together, they cost the practice service quality, team capacity, trust, and revenue.
The solution
Practice OS connects the work of your practice into one governed brain: calls, forms, leads, consults, intake, bookings, deposits, payments, memberships, product sales, follow-ups, campaigns, reviews, and revenue activity.
Specialized agents work from that shared brain, so front desk, recovery, qualification, booking, intake, payments, lifecycle, marketing, and owner briefing all operate from the same source of truth. Every sensitive or consequential action is permissioned, evidenced, logged, and escalated for your approval.
Capture
The practice brain
Agent workforce
Outcomes
No more flying blind
Because every call, message, consult, intake, deposit, campaign, and agent action lives in one governed brain, Practice OS gives owners and operators a live view of the whole practice, from missed calls to revenue at risk.
Ask questions. Get straight answers.
Consolidate the chaos
Marketing, front desk, patient communication, intake, scheduling, payments, follow-up, reviews, and reporting are scattered across too many systems. That is why work gets missed, teams lose context, and owners cannot clearly see what is producing booked patients, completed care, collected payments, or repeat visits.
Practice OS brings the work into one governed practice brain. It replaces lightweight tools where it should, integrates the systems worth keeping, and gives your agents and team one source of truth to work from.
| The job | What practices juggle today | In Practice OS |
|---|---|---|
| Patient lead CRM | GoHighLevel, spreadsheets, inboxes | One source of truth |
| Consult and appointment requests | Website forms, landing pages, missed calls | Captured and routed |
| Booking and scheduling | Calendly, Acuity, PMS/EHR calendars, manual gaps | Built in or integrated |
| Intake and forms | Paper, PDFs, generic forms, portals | Guided and tracked |
| Insurance and balances | PMS/EHR notes, billing queues, manual follow-up | Surfaced and routed |
| Deposits and payments | Manual links, front-desk chasing, payment terminals | Owned payment flow |
| Email, SMS, and reminders | Mailchimp, Klaviyo, manual texts | Built in and governed |
| Reviews and reputation | Birdeye, manual requests, staff memory | Timed and governed |
| Follow-up and lifecycle | Post-visit calls, recall lists, reactivation campaigns | Agent-supported workflows |
| The work itself | Staff memory, front desk, manual chasing | Governed agent workforce |
Not another all-in-one tool. The operating brain above the stack, with agents that see the work, do the work, and leave an evidence trail behind.
The practice agent workforce
A team of specialized AI agents on one shared practice brain. Each has a defined role, a set of approved actions, and a clear escalation path to a person. The wedge cluster recovers the most urgent work first; the rest join as the practice grows.
Practice Brain · live from day one
A projection of your roles. Iris answers and acts across every agent assigned to you, and nothing beyond them. Ask in plain language, get answers from the practice brain, approve anything sensitive, and let her put the right agent on the job.
The wedge cluster · live first
Front Desk / Voice
Answers every call, captures what the caller wants, routes it, and follows up on the ones that hang up.
Lead Capture
Normalises, dedupes and attributes every enquiry, from any channel, so nothing arrives as a mystery.
Lead Qualification
Works out who is ready, who is browsing, and who needs a team member, then says what to do next.
Booking & Scheduling
Books consults, sends reminders, confirms, reschedules, and collects the deposit before the slot is held.
Revenue Recovery
Finds the missed calls, abandoned forms, unbooked leads, no-shows and unpaid deposits, and goes after them.
Payments & Collections
Sends the links, tracks deposits and balances, watches for failed payments, and reports what is recoverable.
The rest of the team
Patient Intake
Chases the forms, flags what is missing, summarises it for the team, and routes anything sensitive to a team member.
Note Capture
Sits in on the consult, captures the notes as they are dictated, and files them so the proposal can be drafted before the patient leaves.
Treatment Proposal & Quote
Turns the consult into a priced proposal with options and financing, ready for the surgeon's approval.
Post-Op & Lifecycle
Follows up after treatment, routes concerns to the team, supports recalls and memberships, and reactivates past patients.
Marketing Campaign
Tracks campaigns, pages, source attribution and consult conversion, and reports what actually worked.
Paid Advertising
Runs the ad account: creative, audiences, budget pacing, and the spend-to-consult maths.
Content Production
Drafts education, posts and campaigns, and routes every regulated claim for review before it goes out.
Reputation
Asks for the review at the right moment, routes unhappy feedback privately, and tracks before-and-after permissions.
Operations
Queues, handoffs, SLAs and bottlenecks. Nothing waits for a status meeting.
Accounting & Finance
Keeps the books, reconciles, and puts the P&L on the desk weekly instead of a month after the month ended.
Procurement & Purchasing
Orders supplies and medical supplies from approved vendors, applies your negotiated discount, tracks the delivery, and holds every order to budget and to your approval.
Accounts Payable
Pays what the practice owes vendors: invoices, rent, utilities and 1099s, each matched to its order and receipt, scheduled on time, and held for approval above a limit.
HR & Payroll
Payroll runs, onboarding, PTO and shift cover, and the answer to what someone earned last week.
Web & App Development
Builds and maintains the site, the landing pages, the forms and the funnels, through the approval gate.
Governance · always watching
Compliance & Safety
Watches consent, PHI, disclaimers, marketing claims and escalation rules, and keeps the audit trail.
System Configuration
Manages the rules, policies and flags of the system itself, with approval gates on anything that changes how it behaves.
The Owner's Clone
Reads the P&L, the week's bookings, the cancellations and the commissions, then reports back with recommendations. Clones the business half of the owner's day, never the clinical half.
The A-team you did not have to hire
Everybody on the team gains A-team colleagues that arrive knowing the practice. They never call in sick, never take leave, and are never on the other line. When your team is away, their work is not, and your patients never experience lack of service.
Your front desk
Now works with
+3 team members
Every call answered, every consult booked, every deposit taken, day or night.
Your patient coordinator
Now works with
+3 team members
Intake chased, the proposal drafted and sent, the follow-up made, all for review.
Your marketing
Now works with
+3 team members
Campaigns, ad spend and reviews, tracked to booked consults, not vanity metrics.
Your back office
Now works with
+3 team members
The books reconciled, the vendor bills paid on time and payroll run, with the P&L on the desk weekly.
Your practice lead
Now works with
+4 team members
The queues, the leaked revenue, the audit trail and the supply orders placed at your price, ready before the day starts.
You, the owner
Now works with
+2 team members
Iris answers on command; Clonnie takes the business half of your day and reports back.
For the patient, not only the practice
Every patient gets an assistant of their own, and it already knows them: their procedure, their date, what they still owe, what they were told last visit. No phone tree, no starting from scratch. It is there at 2am before surgery, on the Sunday they lost the pre-op instructions, and on the days the office is closed, answering everything that is not medical in seconds, and nobody at the practice is woken to answer it.
It does not diagnose, prescribe, or give medical advice. Clinical judgment stays with your providers and medical staff, and nothing about that changes.
A patient can always skip the AI and reach the medical staff. If it is urgent, the agent does not take a message: it reaches the on-call clinician until someone answers.
A patient books a consult with Ava, the AI front desk
The phones are off, or the practice is mid-list, one of the front desk on leave and the other at lunch. A patient ready to book will not wait until Tuesday and will not hold, so Ava the practice's AI assistant picks up: the consult is booked, the deposit is taken, and the intake is on its way with prompt updates and reporting to the team.
Not a real patient or conversation. Illustrative of smart routing: a patient can reach the medical staff, or a team member, at any time during the call.
Compliance and control
Practice OS is built around human review, escalation, audit trails, and practice-defined rules. Agents can organize communication, guide intake, recover missed work, prepare summaries, route concerns, document activity, and recommend next steps, but clinical authority stays with your providers.
Practice OS is an operating and growth layer for the practice. It is not an EHR, not clinical decision support, and not a replacement for provider judgment.
The advantage
Every call, consult, deposit, and follow-up compounds into one operating memory the practice owns, not locked in a person who leaves or scattered across tools that do not talk to each other.
New staff start with the full history. Your agents work from the same memory. The longer Practice OS runs, the more your practice knows, and the less it depends on any one person to hold it together.
What the practice remembers
always onMrs. Alvarez prefers early appointments and a text reminder the day before.
Three patients asked about the new membership last week.
A $1,200 deposit was quoted on Tuesday and never collected.
Friday consults convert best when booked within 48 hours.
The point
None of this lives in one person's head. It lives in the practice, and it stays when someone leaves.
Ownership and pricing
Your practice should not rent its brain from another software vendor.
Practice OS gives your team one governed operating layer for the systems that drive growth: campaigns, landing pages, patient pipeline, intake workflows, memberships, payment flow, content, data, and institutional memory. It layers on top of what you already use, connects the systems worth keeping, and turns your practice operations into a structured source of truth your team and AI agents can work from.
You keep ownership of
How pricing works
We start with a done-for-you implementation that gets your practice brain, workflows, and launch agents live. After that, pricing is tied to the work your agents perform and the outcomes they help create, not a generic flat software subscription.
Usage, proof of work, and outcome billing are metered through Mercury, the billing and proof of work for AI-agents.
Performance-based
For practices that want pricing aligned with measurable work: agent engagement, outcomes captured, and outbound recovery.
Enterprise
For multi-location, higher-volume, or more complex practices: custom scope, integrations, governance, rollout support, reporting, and operating controls.
How it starts
Request Practice OS. We walk through your current practice operations, identify where work is slipping, scope the AI Implementation Audit, then deliver a proposal, agreement, and governed build plan.
Request Practice OS →Built for high-value practices
Practice OS is built for specialty healthcare practices where booked appointments, consults, deposits, follow-up, and patient retention directly affect revenue.
It is best fit for high-value verticals such as dermatology, dental, ophthalmology, cosmetic surgery, plastic surgery, med spas, and other consult-driven practices.
Whether you bill cash, insurance, or both, Practice OS is designed for practices with enough patient demand, operational complexity, and revenue leakage to justify a serious implementation.
We work with a limited number of practices at a time. The audit is paid by design, so the process attracts operators who are ready to act, not casually explore.
FAQ
Still unsure? The audit is the fastest way to see what Practice OS would actually do inside your practice.
No. Practice OS is the operating and growth layer around your practice.
It supports leads, consults, intake, bookings, deposits, memberships, products, follow-up, recovery workflows, and reporting. It does not diagnose, prescribe, replace clinical judgment, or act as your system of record for clinical care.
No. Agents operate inside governed workflows.
Sensitive or consequential actions require approval. Every action is permissioned, logged, and routed according to your rules. Staff stay in the loop, and providers retain clinical authority.
Practice OS is designed around consent tracking, PHI boundaries, escalation rules, audit logs, and human review.
During implementation, we define what agents can access, what they can act on, what requires approval, and what must be routed to the team. The Compliance and Safety agent monitors those boundaries and escalates anything that needs a team member.
No. Practice OS layers on top of the systems worth keeping.
The audit maps your current booking, payment, intake, CRM, website, and follow-up stack, then identifies what should be connected, consolidated, or retired over time.
Practice OS starts with a done-for-you implementation.
After launch, billing is tied to agent engagement, work performed, and outcomes captured instead of a generic flat software subscription. Usage, proof of work, and outcome billing are metered through Mercury, the billing and proof of work for AI-agents.
The first step is a Practice OS demo and AI Implementation Audit. The audit is paid, and credited toward implementation if you move forward within 14 days.
Yes. Your patient relationships, pipeline, pages, funnels, memberships, content, workflows, payment flow, and data remain yours.
You process payments through your own payment processor and keep control of the systems that matter to your practice.
Request Practice OS.
Tell us about your practice. We map the work your team is carrying, what is slipping, what needs approval, and what a governed agent workforce can take on across calls, intake, booking, payments, follow-up, recovery, and reporting.
Then we walk you through the audit, proposal, and build.
Run an owner-led business outside healthcare? See Business OS ↗