AI for Healthcare

AI for Healthcare

The Front Desk, Documentation & Referrals Automated

Onboard vendors in days,not weeks. Negotiatewithout the chaos.

Draft contracts in minutes.
Redline without the back-and-forth.

Aviara Labs built AIVA, an agentic AI platform for a US healthcare client, now live across 15+ clinics in the US, handling 100K+ patient calls every month. This page is the full story: what it does, how it works, and how we build the same for healthcare organizations.

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Live across 15+ clinics · 3+ customers

100K+ calls handled monthly, 24/7

AWS Certified Build Partner

Integrated with AthenaHealth · ModMed · NextGen

One Patient Call, Traced

00:00

Inbound Call Answered

No hold queue, any hour

00:14

Patient Identity Verified

Matched against the record

00:41

Appointment Rescheduled

Against live doctor calendar

01:12

EHR Record Updated

Written via API, logged

01:12

EHR Record Updated

Written via API, logged

Why Clinics Stall

Three drains on every US clinic.

The pattern we found across California clinics before building: care capacity lost to work that never touches a patient.

Tell Aviara Connect what you need. It generates a complete, policy-aligned contract draft using your own templates, past agreements, and defined legal rules -ready for review, not from scratch.

Drain 01

The phone never stops

Front desk capacity is consumed by repetitive inbound calls: appointment booking, rescheduling, prescription refills, and general queries, all handled manually.

The phone never stops

Front desk capacity is consumed by repetitive inbound calls: appointment booking, rescheduling, prescription refills, and general queries, all handled manually.

The phone never stops

Front desk capacity is consumed by repetitive inbound calls: appointment booking, rescheduling, prescription refills, and general queries, all handled manually.

Drain 02

Documentation after hours

Clinical staff spend hours daily writing consultation notes after the visit, time that comes out of patient care or their own evenings.

Documentation after hours

Clinical staff spend hours daily writing consultation notes after the visit, time that comes out of patient care or their own evenings.

Documentation after hours

Clinical staff spend hours daily writing consultation notes after the visit, time that comes out of patient care or their own evenings.

Drain 03

Referrals stuck in fax queues

Incoming referral faxes wait for manual data entry, eligibility checks, and callback attempts before a patient ever gets booked.

Referrals stuck in fax queues

Incoming referral faxes wait for manual data entry, eligibility checks, and callback attempts before a patient ever gets booked.

6+

Email threads per vendor before contract execution on average

Email threads per vendor before contract execution on average

The Flagship Engagement

AIVA: built end to end by Aviara Labs.

AIVA is an AI platform built for a US healthcare client. We designed, built, and deployed the entire agentic system, from voice layer to EHR integration.

Tell Aviara Connect what you need. It generates a complete, policy-aligned contract draft using your own templates, past agreements, and defined legal rules -ready for review, not from scratch.

Healthcare · Agentic Platform · California, USA

Live across 15+ clinics

From front desk to referral pipeline

100K+

Patient calls handled every month, 24/7, with the platform since raising $3M to scale across the US

"The voice agent handles everything our front desk used to. Bookings, refills, patient queries. Our staff now focuses entirely on care, not calls."
- Clinic Director, California

"The voice agent handles everything our front desk used to. Bookings, refills, patient queries. Our staff now focuses entirely on care, not calls."
- Clinic Director, California

"The voice agent handles everything our front desk used to. Bookings, refills, patient queries. Our staff now focuses entirely on care, not calls."
- Clinic Director, California

The problem

Clinics were losing front desk capacity to repetitive calls while clinical staff spent hours daily on documentation, and referral faxes sat in queues waiting for manual processing.

What we built

A unified platform of intelligent agents: voice and chat handling patient communication end to end, an AI scribe generating clinical notes in real time, and referral automation from incoming eFax to booked appointment.

Stack Voice AI · EHR API integrations · RAG knowledge engine · OCR pipeline · Custom NLP · Azure deployment

The Numbers

What the platform handles every month.

100K+

Patient calls handled by AI agents every month

100K+

Patient calls handled by AI agents every month

100K+

Patient calls handled by AI agents every month

15+

Clinics live across 3+ customers in the US
Average contract cycle time without AI assistance

15+

Clinics live across 3+ customers in the US
Average contract cycle time without AI assistance

15+

Clinics live across 3+ customers in the US
Average contract cycle time without AI assistance

Confirm figure

XX,XXX

Appointments booked by the agent every month

XX,XXX

Appointments booked by the agent every month

6+

Email threads per vendor before contract execution on average

Email threads per vendor before contract execution on average

XX hrs

Staff hours returned to each clinic every week

XX hrs

Staff hours returned to each clinic every week

$8K+

Estimated cost per vendor onboarding in legal and admin time

Estimated cost per vendor onboarding in legal and admin time

Confirm figure

Where the hours come from, and where they go.

Front Desk

Calls that staff no longer answer: booking, rescheduling, refills, and queries handled by the voice agent, with humans stepping in only on transfer.

Calls that staff no longer answer: booking, rescheduling, refills, and queries handled by the voice agent, with humans stepping in only on transfer.

Physicians

Consultation notes no longer written after hours. The scribe drafts SOAP notes in real time; doctors review and file instead of typing.

Consultation notes no longer written after hours. The scribe drafts SOAP notes in real time; doctors review and file instead of typing.

Referrals

Faxes no longer keyed in manually. OCR extraction, eligibility checks, and verification calls run automatically before booking.

Faxes no longer keyed in manually. OCR extraction, eligibility checks, and verification calls run automatically before booking.

The payoff

Live with your team, monitored, and measured against the metric we agreed on.

Live with your team, monitored, and measured against the metric we agreed on.

Inside the Platform

Five agents, one clinical operations layer.

Each agent owns a workflow. Together they cover patient communication, documentation, and referrals, all connected to the clinic's core systems.

Tell Aviara Connect what you need. It generates a complete, policy-aligned contract draft using your own templates, past agreements, and defined legal rules -ready for review, not from scratch.

Agent 01

Agent 01

AI Voice Agent

A fully autonomous receptionist managing patient calls end to end, cutting front desk workload while patients get answers immediately.

Inbound call handling with conversational AI

Prescription refill requests

Knowledge-base answers to patient queries

Transfers to departments or humans over a custom telephony network

Booking, rescheduling, and cancellations

Patient identity verification

Voicemail capture with automated triage

Writes directly to EMRs and CRMs via API

Patient calls

Patient calls

Patient calls

New vs existing patient

New vs existing patient

New vs existing patient

Insurance qualified

Insurance qualified

Insurance qualified

Appointment booked

Appointment booked

Appointment booked

Written to EHR

Written to EHR

Written to EHR

Agent 02

Agent 02

AI Chat Agent

A website-embedded co-pilot so patients can engage the clinic anytime, from any device, with staff oversight through a shared inbox.

Real-time booking and appointment changes

Identity verification for returning patients

Conversation summaries in an admin inbox

Answers from a trained knowledge base

Full training suite: documents, URLs, prompts, retraining

Prescription refill workflows

Patient opens chat

Patient opens chat

Patient opens chat

Identity verified

Identity verified

Identity verified

Request handled

Request handled

Request handled

Logged to inbox & EHR

Logged to inbox & EHR

Logged to inbox & EHR

Agent 03

Agent 03

AI Scribe

Converts doctor-patient consultations into structured clinical notes, cutting documentation from hours to minutes.

Live transcription or uploaded audio processing

Auto-generated notes in SOAP format

PDF export for final documentation

NLP extraction of clinical details

Editable sections for clinical review

Automatic storage in the patient record

Consultation audio

Transcribed live

Transcribed live

Transcribed live

Clinical details
extracted

Clinical details
extracted

Clinical details
extracted

SOAP note drafted

SOAP note drafted

SOAP note drafted

Filed to patient
record

Filed to patient
record

Filed to patient
record

Agent 04

Agent 04

AI Referrals

Automates the referral lifecycle from incoming fax to booked appointment, so valid referrals never sit in a queue.

Automates the referral lifecycle from incoming fax to booked appointment, so valid referrals never sit in a queue.

OCR extraction of patient and referral data

Automated outbound verification calls

Scheduling only when a valid referral exists

Phone number matching for identity

Eligibility checks for HMO and IHP patients

eFax, telephony, and EMR integration

eFax arrives

eFax arrives

eFax arrives

Data extracted
via OCR

Data extracted
via OCR

Data extracted
via OCR

Voice AI calls to
verify

Voice AI calls to
verify

Voice AI calls to
verify

Referral & eligibility
checked

Referral & eligibility
checked

Referral & eligibility
checked

Appointment
booked

Agent 05

Agent 05

AI Voice Mail & eFax

A centralized, AI-managed communications layer for everything that arrives outside a live conversation.

Voicemail transcription and classification

Prioritization and urgent-request routing

Automatic tagging and purpose detection

Outbound eFax follow-ups for missing information

Voice mail received

Transcribed &
classified

Tagged & prioritized

Routed or queued for
morning

Platform Layer

Platform Layer

Custom Telephony Network

We built the telephony layer the agents run on, so a call moves through the clinic the way it should: AI to department, department to human, without dead ends.

Interdepartmental transfers between AI agents

Routing logic per department and request type

Warm handoff to human agents with context carried over

Every leg of the call logged against the patient record

Call in progress

AI to department agent

Warm handoff to human

Every leg logged

Core Modules

Core Modules

Scheduling & Patient Management

The operational backbone the agents act against: unified records and calendars that govern availability.

Unified patient records with linked AI notes

Multi-clinic doctor scheduling

Clinic calendars governing doctor availability

Demographics and diagnostic history

After Hours

The clinic closes at 6. The platform does not.

Nights, weekends, and holidays run on the same agents. Here is what happens when a patient calls at 2 AM.

Tell Aviara Connect what you need. It generates a complete, policy-aligned contract draft using your own templates, past agreements, and defined legal rules -ready for review, not from scratch.

2 AM, clinic closed

Agents Live

02:04

Call answered, no voicemail wall

Patient describes the issue to the agent

02:05

Request triaged as urgent

Non-urgent requests go to AI Voice Mail for morning

02:06

Agent pings the on-call doctor

An outbound call, not a message that can be missed

02:08

No answer, agent pings again

The loop repeats until a doctor confirms

02:11

Doctor replies, patient handled

Every step logged against the patient record

After-hours call handling

The voice agent answers around the clock: booking, refills, and queries work the same at 2 AM as at 2 PM, with no answering service in between.

AI Voice Mail

Non-urgent messages are transcribed, classified, and tagged by purpose, then queued and prioritized so morning staff open a sorted inbox, not a backlog of recordings.

Doctor Pings

For cases that cannot wait, the agent calls the doctors available after hours and keeps pinging until one replies. Confirmation is required, so nothing urgent dies in a missed notification.

Morning handoff

Everything that happened overnight, including calls, voice mails, and ping confirmations, is logged and waiting in the record when the clinic opens.

RDS + DynamoDB

Metadata, agent state, and audit trails for enterprise-grade traceability.

Integrations & Workflows

Built into the systems US clinics already run.

API-first architecture. The agents read and write against live clinical systems, and we build automated workflows on top of each integration rather than around it.

Tell Aviara Connect what you need. It generates a complete, policy-aligned contract draft using your own templates, past agreements, and defined legal rules -ready for review, not from scratch.

AH

AthenaHealth

Live integration

aMD

AdvancedMD

Live integration

eCW

eClinicalWorks

Live integration

MM

ModMed & EMA

Live integration

CMG

CMG

Live integration

He

Healow

Live integration

Pr

Prescia

Live integration

NG

NextGen

Live integration

Running a different EHR? New systems are added via API connectors, not rebuilds.

Automated workflows we build on top.

Scheduling

Agents book, reschedule, and cancel directly against live doctor calendars, with every change written back to the EHR in real time.

Refills

Prescription requests captured on voice or chat are verified against the patient record and routed into the clinical queue.

Referrals

Incoming faxes are extracted via OCR, verified by outbound call, and scheduled only when a valid referral exists.

Incoming faxes are extracted via OCR, verified by outbound call, and scheduled only when a valid referral exists.

Records

Calls, voice mails, notes, and transfers are logged against the patient record automatically, so nothing lives outside the system.

How the agent qualifies insurance before booking.

01

Capture

The agent collects payer, plan, and member details from the patient during the call or chat.

02

Verify

Patient identity is matched against the record before any account action.

03

Check Eligibility

Coverage is checked against the clinic's accepted plans, including HMO and IHP eligibility rules.

04

Qualify

Only qualified patients proceed to booking. Exceptions route to staff instead of failing silently.

05

Book & Write

The appointment is booked against the live calendar and written to the EHR with the eligibility result logged.

Built for Clinical Settings

Guardrails a healthcare buyer will ask about.

Identity verification

Patients are verified against the record before any account action, on voice and on chat.

Identity verification

Patients are verified against the record before any account action, on voice and on chat.

Identity verification

Patients are verified against the record before any account action, on voice and on chat.

Human in the loop

Transfer logic routes urgent or ambiguous cases to staff. Clinical notes stay editable for physician review.
Average contract cycle time without AI assistance

Human in the loop

Transfer logic routes urgent or ambiguous cases to staff. Clinical notes stay editable for physician review.
Average contract cycle time without AI assistance

Human in the loop

Transfer logic routes urgent or ambiguous cases to staff. Clinical notes stay editable for physician review.
Average contract cycle time without AI assistance

Traceability

Every agent action is logged. Notes, calls, and referrals link back to the patient record they touched.

Traceability

Every agent action is logged. Notes, calls, and referrals link back to the patient record they touched.

6+

Email threads per vendor before contract execution on average

Email threads per vendor before contract execution on average

Governance & security

Documented information security, AI governance, data privacy, and incident response policies.

Governance & security

Documented information security, AI governance, data privacy, and incident response policies.

$8K+

Estimated cost per vendor onboarding in legal and admin time

Estimated cost per vendor onboarding in legal and admin time

For Your Organization

We built this once, end to end. Here is how we build yours.

The same team that designed, built, and deployed AIVA takes healthcare organizations through four stages.

Tell Aviara Connect what you need. It generates a complete, policy-aligned contract draft using your own templates, past agreements, and defined legal rules -ready for review, not from scratch.

Discovery

01

Map the Clinic's Workflows

We sit with front desk, clinical, and referral staff to document where the hours actually go.

We sit with front desk, clinical, and referral staff to document where the hours actually go.

Design

02

Agree Agents and Integrations

Which agents, which EHR connections, and one success metric your leadership signs off on.

Which agents, which EHR connections, and one success metric your leadership signs off on.

Build

03

Ship Against Real Systems

Production-grade delivery tested against your live EHR and telephony, not a sandbox.

Production-grade delivery tested against your live EHR and telephony, not a sandbox.

Deploy

04

Run, Monitor, Measure

Live with your team, human escalation in place, measured against the agreed metric.

Live with your team, human escalation in place, measured against the agreed metric.

Questions We Get

From Clinic Operators and Administrators.

What is AIVA and who owns it?

AIVA is an AI platform built by Aviara Labs for a US healthcare client. It is live across 15+ clinics with 3+ customers, handling 100K+ patient calls per month, and has raised $3M to scale across the US. Aviara Labs designed, built, and deployed the platform end to end, and we build similar systems for other healthcare organizations.

How do call transfers between departments work?

What happens to urgent calls after hours?

Does the agent check insurance before booking?

Which EHR systems do you integrate with?

How do the agents handle situations that need a human?

How does the AI Scribe fit into a physician's workflow?

Can you build a platform like this for our organization?

How long does a deployment take?

Bring us your clinic's workflow. We have built this before.

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