Built for healthcare practices

Every patient call is a
revenue opportunity.Most practices miss it.

PulseOps answers every inbound call, identifies the intent, routes it to the right person, and delivers a structured note ready for your clinical management system. No missed calls. No round-robin routing. No burnout.

Watch the AI agent Book a discovery call
70+
Calls handled daily
per practice
40%
Reduction in front desk
call handling load
1
System entry per call,
down from 3 to 5
0
Calls missed or
sent to voicemail
The Problem

Your front office is the most
overloaded part of your practice.

High call volume. Manual message routing. Missed callbacks. Staff burnout. And the inefficiency compounds every time you grow.

📞
Calls go to voicemail
During busy clinic hours and lunch, calls pile up. Patients get frustrated, call back repeatedly, or move to another practice. Each missed call is a missed appointment and missed revenue.
Revenue walks out the door
🔄
Round-robin message routing
A call comes in, someone logs it, someone else re-routes it, a third person takes action. Three to five touchpoints for a single patient request. That time is wasted coordination, not care.
3 to 5 staff touchpoints per call
📋
Repetitive manual data entry
Every call generates a manual message that gets created, routed, re-routed, then finally actioned inside your clinical system. Staff spend hours daily on coordination work instead of patient-facing tasks.
5 to 6 hours per day on call admin
⚠️
Referral gaps at the door
HMO patients arrive without valid referrals. The practice scrambles to resolve it on the day of the visit. Multiple patients per day arrive with this problem, creating delays, rework, and revenue risk.
Preventable day-of disruptions
💸
Hiring does not fix the process
Adding staff to a broken workflow means more people doing the same manual work at greater scale. The problem is the process, not the headcount. A new hire inherits the same inefficiencies on day one.
Cost without operational change
🔥
Staff turnover compounds it
Front desk turnover in healthcare runs high annually. Every time someone leaves, institutional knowledge walks out. Training new staff on a broken workflow makes things worse before they get better.
30 to 40% annual turnover industry-wide
How It Works

AI handles the intake.
Your team handles the action.

PulseOps sits before your clinical management system, capturing every call, categorizing the intent, and routing a clean structured note to the right person. One system entry. Done.

1
Patient calls and AI answers immediately
Every inbound call is answered in real time. No voicemail, no hold music, no missed opportunity. New patients are identified and routed to the front desk for personal intake. Existing patients are handled by the AI agent, which introduces itself clearly and captures their intent.
2
Intent captured and call categorized
The AI identifies the reason for the call and assigns one of six categories: urgent return call, clinical staff transfer, appointment booking, prescription refill, lab results inquiry, or general inquiry. Categorization happens during the call, before it ends. No staff interpretation needed.
3
HMO referral flag raised if needed
If the patient's insurance type indicates an HMO, PulseOps flags the appointment for referral verification before the visit. Minimal data used — just patient name and insurance type from a simple list you provide. No clinical records accessed. Gaps resolved before patients arrive.
4
Right staff member notified directly
The correct staff member receives one structured SMS or email with patient name, date of birth, callback number, reason for call, and a pre-written system note ready to paste. No round robin. No re-routing. One message, one person, one action.
5
One system entry and it is done
The staff member opens your clinical management system once, pastes the pre-written note, and takes the action. No message creation, no routing chain, no coordination overhead. Three to five manual touchpoints compressed into one. Your team works in the same system they always have, with far less volume landing on their desk.
AI Answers
Incoming call — 9:14 AM
CallerSample Patient
Patient statusExisting patient
AI responseAnswered — 0 rings
Insurance typeHMO detected
Call statusIn progress
New patients routed to front desk. Existing patients handled by AI.
Call categorization
Reason detectedClinical question
Category assignedClinical staff transfer
Assigned toMedical Assistant
Urgent flagNot urgent
HMO flagReferral check needed
Referral flag — HMO patient
Insurance typeHMO detected
Flag raisedReferral verification needed
Data usedName and insurance type only
Clinical records accessedNone
Office manager notifiedAlert sent
SMS sent to Medical Assistant
CLINICAL REVIEW — Patient, DOB on file. New concern reported. HMO detected, referral check recommended. Callback: (555) 000-0100.
DeliverySent — 9:17 AM
Routing steps1 — direct
Previous routing steps3 to 5 — manual
Clinical system note — ready to paste
Structured note
CLINICAL REFERRAL — Patient, DOB on file. Concern reported. HMO detected — verify referral prior to visit. Known allergy noted. Callback: (555) 000-0100.
System entries required1
Staff actionsPaste, act, done
Workflow changeNone — same system
Platform Capabilities

Everything your front office needs.
Nothing it does not.

Built specifically for the daily rhythm of a medical practice. Not a generic AI tool retrofitted for healthcare.

📞
24/7 call answering
Every call answered in real time during clinic hours, lunch, busy periods, and after hours. No voicemail. No missed opportunity. Unlimited calls included.
Available now
⊞
Smart message categorization
Six categories assigned automatically during the call: urgent return call, clinical staff transfer, appointment booking, prescription refill, lab results inquiry, and general inquiry.
Available now
→
Direct staff routing
Each category routes to one designated person. No round robin, no re-routing. The right person gets one structured message with everything they need to act immediately.
Available now
🏥
New vs. existing patient split
New patients are identified and transferred to your front desk for personal intake. Existing patients are handled by AI, freeing your team to focus on the relationships that matter most.
Available now
⚠️
HMO referral flag
When a caller's insurance type suggests HMO coverage, PulseOps flags the appointment for referral verification. No clinical records accessed. Gaps resolved before patients arrive.
Available now
📄
Pre-written system note
Every call summary includes a structured note ready to paste into your clinical management system. One entry per call, by one person. Three to five manual touchpoints reduced to a single action.
Available now
📠
Fax intake routing
AI reads and categorizes incoming faxes including referrals, records, orders, and insurance documents, then routes each one to the correct staff member without anyone monitoring the inbox.
Coming soon
💳
Billing follow-up automation
Automated billing reminders and follow-up workflows reduce the manual effort your team spends chasing outstanding balances every day and every week.
Coming soon
📊
Practice dashboard
Leadership sees every call, every routing decision, and every system handoff in one view. Multi-physician visibility available when you are ready to scale across the group.
Coming soon
Who It's For

Built for the whole team.
Not just the physician.

The physician decides to pilot it. The office manager runs oversight. The scheduler and medical assistant are the daily users. PulseOps is designed to earn buy-in from all of them.

What the physician gets
✓Urgent callbacks flagged and routed immediately with no delay
✓Prescription refill requests arrive with full medication and pharmacy details, ready for one approval action
✓Practice running smoothly while you focus on patient care
✓HIPAA liability sits with PulseOps, not your practice
✓Scale to partner physicians without additional setup cost
No more
✕Urgent patient calls buried in voicemail
✕Staff interrupting you to route a simple refill request
✕Hiring another front desk person every time patient volume grows
✕Discovering a referral was not checked until the patient arrived
What the office manager gets
✓Every escalation copied to you with full visibility and no need to be on every call
✓HMO referral alerts before patients arrive, with no day-of scrambles
✓Daily call summary covering every call, routing decision, and system handoff
✓HIPAA compliance managed by PulseOps with BAA in place and liability protected
✓Team workload reduced without changing how anyone works in the clinical system
No more
✕Manually watching the fax inbox for referral documents
✕Inconsistent message routing across staff members
✕The same message passing through multiple hands before anyone acts
✕Uncertainty about data exposure — the BAA defines and protects the practice
What the scheduler gets
✓New patients routed directly to your desk with name, date of birth, insurance, and appointment preference already captured
✓Appointment requests arrive structured with slot preference, reason, and callback number included
✓One SMS per call — open the system, paste the note, schedule and done
✓No more answering the same general inquiry call repeatedly throughout the day
✓Work in your existing clinical system exactly as you do now with nothing to relearn
No more
✕Answering high call volumes while simultaneously managing the front desk
✕Manually creating messages and routing them across multiple people
✕Playing phone tag on appointment requests that could have been captured on the first call
What the medical assistant gets
✓Clinical calls routed directly to you with full context already included
✓Patient name, date of birth, reason, and callback included in every message
✓Known allergies flagged in the summary so no cross-referencing is needed before calling back
✓One system entry per patient with a pre-written note ready to paste
✓HMO referral flag visible before the patient's visit date
No more
✕Receiving incomplete hand-offs with missing patient information
✕Manually creating system messages after listening to a voicemail
✕Discovering an HMO referral gap when the patient is already in the waiting room
Privacy & Compliance

HIPAA-compliant by design.
Liability stays with us.

Your practice deserves clarity on exactly what we collect, how we store it, and where responsibility sits if something goes wrong. Here it is in plain language.

Business Associate Agreement — Active. PulseOps is legally designated as a Business Associate under HIPAA §164.308. Responsibility for how patient call data is handled within this platform rests with PulseOps, not your practice. In the event of a data breach caused by our systems, financial liability and HHS notification obligations rest with us.
BAA Signed & Active
What we collect
Per call only. Nothing beyond what is needed to route the message.
✓Caller name and date of birth
✓Callback phone number
✓Call intent and assigned category
✓Insurance type for HMO flag — no ID number
✕Full call recordings — never retained
✕SSN, insurance ID, or clinical data — never collected
How data is stored
Encrypted at rest and in transit. Accessible only by authorized practice staff.
✓AES-256 encryption at rest
✓TLS 1.3 encryption in transit
✓Role-based access — practice staff only
✓6-year retention per HIPAA requirements
✓Data purged on contract exit
✓Never used to train AI models
If something goes wrong
PulseOps bears responsibility — not the practice.
✓PulseOps notifies HHS — not the physician
✓Financial liability stays with PulseOps
✓PulseOps coordinates patient notification
✓Full audit log always available to practice
✓Practice exposure: minimal to none
✓No PHI needed for HMO referral flagging
Plans

Start with one practice.
Scale to the whole group.

Infrastructure is built once and shared across partner physicians. Each physician that joins runs on the same foundation with their own staff routing and call log.

Tier 1
Pilot
Start with one physician. Prove the model. Expand when your team is comfortable and results are clear.
24/7 AI call answering — unlimited calls
6-category message classification
Direct staff routing via SMS or email
New vs. existing patient split
HMO referral flag
Pre-written note per call for system entry
Integration with your core clinical system
Usage scales with call volume. Transition to a flat monthly rate once you have a clear picture of your needs.
Recommended
Tier 2
Predictable Monthly
Fixed monthly investment. Higher call volume included. No variability to manage month to month.
Everything in Pilot
Higher base call volume included
Fax intake routing
Message and referral workflow automation
Daily summary report for practice leadership
Multi-physician dashboard when partners join
Priority support and ongoing workflow tuning
One flat investment per physician. Structured to be meaningfully less than the cost of a dedicated admin hire.
Tier 3
Full Practice Deployment
All partner physicians on the same platform with full workflow automation across the group.
Everything in Predictable Monthly
All partner physicians onboarded
Billing follow-up automation
Referral expiration tracking and alerts
Outbound courtesy reminders to patients
Deep integration with core clinical system
Dedicated implementation support
Infrastructure built during the pilot serves the whole group. Partner physicians that join later do not repeat the setup process.
Get Started

Hear PulseOps handle a real patient call.

We will walk you through a short session — hear the AI agent in action, see the full routing flow from call to system note, and understand exactly what changes and what stays the same for your team.

✓Hear the AI agent handle a patient call live
✓See the full routing flow from call to system note
✓Understand the BAA and how your practice is protected
✓Get a workflow mapped to your specific staff and categories
✓No commitment required to see the demo
Request the AI agent recording
Or book a live discovery call to walk through it with your team.
No commitment required. Your information is used only to respond to your request.
✅
Request received.
We will be in touch within one business day. Check your inbox for confirmation and a preview of the platform.
✓Confirmation sent to your email
✓AI agent recording included
✓No commitment required
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