Stop Losing Referrals to Manual Follow-Ups Automate Outreach to Build Lasting Provider Partnerships
Reclaim 15+ hours weekly from tedious admin tasks, driving a 300% ROI through targeted, compliant outreach that fills your schedule with high-value patients.
Join 150+ healthcare practices achieving sustainable growth
The "Referral Pipeline" Problem
Manual tracking of physician referrals for musculoskeletal cases eats into billable therapy sessions, diverting PTs from direct patient care
HIPAA risks from unsecured email outreach to orthopedic providers exposing protected health information (PHI) on patient progress
Inconsistent follow-ups on post-surgical rehab referrals lead to missed patient intake opportunities and lower clinic utilization rates
Wasted hours compiling functional outcome measures (FOM) and patient recovery data for provider outreach reports
Overlooked HIPAA and Stark Law compliance in outreach efforts stifles expansion of therapy clinic networks
Fragmented EHR and CRM entries delay responses to urgent referral inquiries for acute injury patients
Our Custom-Built Outreach Engine Transforms Your Pipeline
With over a decade architecting HIPAA-compliant AI for healthcare, we've empowered 50+ clinics to own their growth tools, not rent them.
Why Choose Us
Like a vigilant triage nurse prioritizing critical cases, our AI scans your referral data, crafts compliant messages, and nurtures leads without breaching privacy. We build from your EHR and CRM— no off-the-shelf compromises. Expect seamless integration that anticipates regulatory shifts, ensuring every outreach aligns with your patient-centric mission. Short on time? This system handles the grunt work, freeing you to focus on healing.
What Makes Us Different:
Quantifiable Gains for Your Practice
Reclaim 15 Hours Weekly on Outreach
Reclaim 15 Hours Weekly on Outreach: Automate prospecting for referring physiatrists and orthopedists using integrated WebPT data, freeing PTs for 20 additional therapy sessions per week. Clinics achieve 250% efficiency in referral management, boosting patient volume by 30% without increasing staff headcount.
Achieve 3x ROI Through Targeted Referrals
Achieve 3x ROI Through Targeted Referrals: AI scores providers based on historical referral patterns for conditions like rotator cuff injuries, delivering 300% ROI in six months. A mid-sized PT clinic doubled ortho referrals, onboarding 50 post-op patients quarterly while reducing per-patient acquisition costs by 40% via precise, workflow-aligned targeting.
HIPAA-Secured Efficiency Without Compromise
HIPAA-Secured Efficiency Without Compromise: Built-in AES-256 encryption and automated audit trails for all PHI transmissions cut compliance reviews by 60%. Therapy practices evade average $50,000 HIPAA fines, enabling secure outreach to 200+ regional providers and scaling intake for chronic pain programs sustainably.
What Clients Say
"Before AIQ Labs, our outreach meant our office manager spent afternoons manually tracking contacts from local ortho practices and auditing emails for HIPAA compliance. Now, it integrates seamlessly with our WebPT EHR to send tailored updates on post-stroke recovery metrics, securing 12 new neuro referrals in the last month. Admin time is halved, allowing us to expand services without additional hires."
Dr. Emily Chen, PT, DPT
Clinic Director, Restore Therapy Associates, Seattle WA
"We used to lose follow-up momentum on sports medicine referrals after physician consults, with leads cooling off weekly. AIQ Labs' automation tracks interactions in our CRM and optimizes send times for our East Coast timezone, based on provider response data. Over three months, our sports injury pipeline grew 35%, eliminating compliance audits and adding the reliability of a dedicated referral coordinator."
Mark Rivera, MPT
Practice Manager, Peak Performance Physical Therapy, Boston MA
"Transitioning from disorganized Outlook emails to this HIPAA-compliant platform transformed our outreach for a three-therapist clinic. It auto-generates personalized notes on successful ACL rehab outcomes to referring surgeons, fostering repeat ortho collaborations. We're saving 10 hours weekly on admin, with a 20% rise in surgical recovery referrals—priceless for compliance confidence and growth."
Sarah Patel, MSPT
Owner, Vitality Rehabilitation Center, Austin TX
Simple 3-Step Process
Discovery and Mapping
We audit your current referral workflows, EHR integrations, and compliance needs to blueprint a system molded to your clinic's rhythm—no cookie-cutter approaches here.
Custom AI Development
Our engineers code your outreach engine, embedding AI for personalization and HIPAA safeguards, tested rigorously against real therapy scenarios to ensure flawless performance.
Deployment and Optimization
We integrate seamlessly with your tools, train your team, and monitor for the first 30 days, tweaking based on early wins to maximize your ROI from day one.
Why We're Different
What's Included
Common Questions
How does this ensure HIPAA compliance in outreach?
HIPAA is at our core. We encrypt all data in transit and at rest, using de-identified PHI for personalization—never exposing sensitive details. Our system includes automated redaction tools and generates audit-ready logs for every interaction. Unlike generic CRMs, we've stress-tested this against healthcare audits, ensuring your clinic avoids the $1.5 million average breach fine. Built with input from compliance experts, it flags risks pre-send, giving you confidence to scale outreach without worry.
What integrations work with physical therapy software?
We specialize in healthcare stacks, integrating directly with WebPT, Therabill, and Jane App for seamless data flow. No more manual exports—our AI pulls referral histories, patient metrics, and scheduling info to fuel outreach. For clinics using custom EHRs, we create bespoke APIs. This unified approach cuts data silos, saving 10+ hours weekly on admin. We've deployed this for 30+ therapy practices, ensuring zero downtime during setup.
How quickly can we see ROI from automation?
Most clinics hit positive ROI in 4-6 weeks. By automating 80% of outreach tasks, you reclaim time immediately—translating to 2-3 extra patient slots per week at $150/session. Long-term, referral boosts average 35%, per our benchmarks. We track metrics like open rates and conversions from launch, optimizing iteratively. One client recouped costs in month one through 15 new ortho referrals. It's tailored math for your caseload and geography.
Can this scale if our clinic expands locations?
Absolutely—our architecture is built for growth. Start with one site, and we modularize for multi-location rollouts, centralizing dashboards while localizing outreach (e.g., region-specific physician lists). Handles 10x volume without performance dips, unlike no-code tools that crumble at scale. We've scaled similar systems for chains adding sites, maintaining HIPAA across boards. Your expansion won't outpace our engineering.
What if we need custom messaging for different specialties?
Personalization is key. We train the AI on your historical data to generate variant messages—for sports med vs. post-surgical referrals, say. Input your therapy niches, and it crafts compliant, evidence-based pitches highlighting outcomes like reduced recovery times. No templates; it's all custom. Clinics report 50% higher engagement this way. We refine during onboarding to match your voice perfectly.
Is there training for our non-tech staff?
Yes, we prioritize ease. Post-deployment, we provide hands-on sessions (virtual or on-site) for your therapists and admins, covering dashboard navigation and oversight. It's intuitive—no coding needed. Ongoing support includes a dedicated portal with tutorials. 95% of users master it in under two hours, per feedback. This empowers your team to own the tool, boosting adoption and those efficiency gains.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.