Scheduling agents
A voice and text agent that books, confirms, and reschedules around your real calendar rules — after hours included.
Olvoma · Industries · Healthcare
More time with patients. Less time with software.
Clinics run on phone calls, forms, and follow-ups that eat the front desk alive. We build the systems that answer, schedule, remind, and file — so your staff faces patients, not screens.
01Where the day goes
The hours nobody budgets for
Phones
The front desk misses calls at the exact hours patients want to book — and every missed call is a visit that books somewhere else.
No-shows
Reminders go out manually when someone has time, which is exactly when they matter least.
Intake
Patients fill out paper, staff retype it into the system, and the same history gets asked three times.
Billing
Claims and statements age in a queue because follow-up is a side job nobody owns.
The staff isn't slow. The clinic is running on software that was never built.
02What we build here
Built for healthcare
Intake without retyping
Digital intake that writes straight into your practice system, with documents parsed and filed instead of scanned and forgotten.
Billing follow-up automation
Statements, reminders, and status checks that run on schedule, with anything unusual routed to your billing person.
Practice dashboards
Utilization, no-show rate, revenue by provider and payer — live, not in a month-end spreadsheet.
03Example systems
Systems we would put in
Honest examples, not case studies: this is what a first working system typically looks like in healthcare, and the effect we'd agree to measure it by.
After-hours booking line
An AI agent answers when the desk can't — evenings, lunch, Mondays at 8am — books into open slots, and hands complex cases to staff with notes attached.
The point
The calendar fills while the office is closed
No-show reduction loop
Reminders by text and voice at the intervals that work, easy confirm/reschedule, and a standby list that fills freed slots automatically.
The point
Freed slots refill instead of standing empty
Front-desk relief package
Intake, insurance card capture, and document filing automated end to end, with staff reviewing exceptions instead of typing everything.
The point
Hours of retyping become minutes of review
04Integrations
We connect to what you already run
We don’t ask you to change your system of record. We connect to it — through an API, EDI, or direct data access. And where the integration doesn’t exist, we build it.
Works alongside
- Epic
- athenahealth
- eClinicalWorks
- DrChrono
- Kareo / Tebra
- SimplePractice
- Calendly
- Twilio
- RingCentral
- QuickBooks
05How we work
Product speed, engineering quality
- 01
Learn the operation
We sit inside the process and watch how it runs today — the steps, the exceptions, the judgment calls, and every tool it passes through.
- 02
Show a working version
Not a mockup and not a deck. The first version you can actually use, in weeks rather than quarters.
- 03
Put it into real work
The system goes into your environment and connects to what you already run. It takes the routine path and hands the rest to a person.
- 04
Measure, then extend
We agree what better means before we start — time, errors, throughput — and report against it. The next process begins once the first one has earned it.
06Questions we hear
Fair questions
What about HIPAA?
Systems run in your environment with least-privilege access, audit logs, and business-associate agreements where required. Compliance constraints are part of the design, not an afterthought.
We're a small operation. Is this for us?
Our default client is a real operation, not an enterprise. If a process eats hours every day, the math usually works from a handful of people up.
Where does our data live?
In your environment, under your access rules. Every automated decision is visible, explainable, and reversible, and the code, data, and documentation belong to you.
What does this cost?
A first working system is a fixed-scope, fixed-price project — you know the number before we start. We agree what better means (time, errors, throughput) and report against it.
Start with the process that costs you most
Tell us about the work your team dreads. We'll come back with what a working system would look like — and what it would take to prove it.