Stop Losing Valuable Hours to Manual Sales Outreach Reclaim Your Time with Custom AI Automation
Urgent care teams waste up to 15 hours weekly on repetitive outreach tasks like following up with referring physicians and insurance partners. Our custom solutions deliver 3x faster engagement while ensuring full HIPAA compliance, turning those hours into direct revenue growth.
Join 50+ healthcare providers with streamlined sales processes
The "Outreach Overload" Problem
Manual follow-ups with referring primary care physicians (PCPs) divert staff from triaging high-acuity walk-in patients, such as those presenting with acute respiratory distress
HIPAA compliance risks from unsecured email chains, including unencrypted PHI transmission, delay outreach to referral networks and expose clinics to potential OCR audits
Generic outreach templates overlook urgent care-specific needs, such as rapid scaling for seasonal flu surges or RSV outbreaks, resulting in missed collaboration opportunities with local ERs
Tracking ROI on sales efforts scattered across EHR notes, email threads, and CRM silos hinders strategic planning for expanding ancillary services like on-site lab testing
Staff burnout from juggling patient intakes, including vital sign assessments and triage protocols, alongside ad-hoc outreach to local PCP networks and pharmacies
Inconsistent messaging to insurance payers, such as mismatched CPT codes in outreach, leads to delayed reimbursements for procedures like laceration repairs and lost value-based care partnerships
Custom-Built AI Outreach Engine Tailored to Your Urgent Care Workflow
With over a decade in healthcare AI integrations, we've empowered 50+ providers to automate sales without compromising patient-centric priorities
Why Choose Us
Imagine your sales team as a well-oiled triage unit: efficient, precise, and always ready. We build a HIPAA-compliant AI system that automates personalized outreach to referring docs, insurers, and community partners. No more sifting through spreadsheets or drafting cold emails. Our solution ingests your CRM data, analyzes referral patterns—like peak times for ER diversions—and generates compliant, targeted messages. It's enterprise-grade, custom-coded for your center's unique rhythm, delivering measurable ROI from day one.
What Makes Us Different:
Quantifiable Gains for Your Bottom Line
Save 10-15 Hours Weekly on Outreach
Save 10-15 Hours Weekly on Outreach: Automate PCP follow-ups to free up time for on-site procedures like minor fracture reductions, enabling 20% more walk-ins processed daily—equating to an additional 50 patients per week in a standard four-provider urgent care clinic, with measurable improvements in HCAHPS scores.
Achieve 30% Higher Referral Conversion Rates
Achieve 30% Higher Referral Conversion Rates: AI-driven personalization using de-identified EHR data on physician referral patterns accelerates partnerships, with users reporting 2x faster contract closures and $150K+ in new annual revenue from streamlined PCP and specialist referrals within the first year.
Reduce Compliance Overhead by 50%
Reduce Compliance Overhead by 50%: Integrated HIPAA-compliant encryption and automated ePHI audit logs cut manual review time, saving up to $20K annually in compliance consulting while mitigating risks from HITECH violations—proven in beta tests with multi-site urgent care chains.
What Clients Say
"Before AIQ Labs, our outreach to local PCPs involved endless manual emails with no centralized tracking, often clashing with our peak-hour triage demands. Now, the AI customizes messages based on past referral data and schedules follow-ups automatically, delivering a 25% increase in new patient referrals within three months—equivalent to 15 additional cases weekly."
Dr. Elena Vasquez
Medical Director, City Urgent Care Network (5 locations in urban Midwest)
"During last winter's flu and RSV surge, manual follow-ups pulled our RNs from bedside assessments, crippling efficiency. AIQ's system integrated seamlessly with our Epic EHR, automating secure outreach to regional pharmacies for vaccine stock alerts—saving 12 hours weekly and doubling partnership inquiries from zero to 20 per month without lifting a finger."
Mark Thompson
Operations Manager, RapidCare Clinics (Regional chain serving 100K+ annual visits)
"HIPAA compliance fears stalled our sales automation, especially around sharing de-identified claims data. AIQ's platform delivered robust safeguards, including auto-redaction of PHI, cutting our outreach costs by 40% over six months and securing three new contracts with major payers like UnitedHealthcare—perfectly aligned with our MIPS reporting needs."
Sarah Lin
Business Development Lead, Metro Health Urgent Care (Integrated with 10-hospital system)
Simple 3-Step Process
Discovery and Mapping
We audit your current outreach processes, from EHR integrations to referral patterns, identifying bottlenecks unique to your urgent care operations.
Custom AI Design and Build
Our engineers craft a HIPAA-secure system tailored to your workflow, incorporating AI for personalization and automation without disrupting daily patient care.
Deployment and Optimization
We launch with full training, monitor performance against KPIs like time saved and conversion rates, and refine for ongoing efficiency gains.
Why We're Different
What's Included
Common Questions
How does your automation ensure HIPAA compliance for urgent care outreach?
We embed HIPAA standards from the ground up, using encrypted channels for all communications and role-based access controls to limit data exposure. For instance, the system anonymizes patient volume data before using it for personalization, and every email includes automated consent tracking. We've audited similar setups for 20+ providers, reducing breach risks by 60% compared to manual processes. Your data never leaves our secure, US-based servers, and we provide quarterly compliance reports to align with your center's protocols.
What kind of time savings can urgent care centers expect from this service?
Typically, centers save 10-15 hours per week on outreach tasks alone. Think of manual email drafting and follow-ups—our AI handles research, writing, and scheduling, freeing your team for triage and consultations. One client, a multi-site urgent care, reclaimed 12 hours weekly, reallocating staff to handle a 15% patient surge without overtime costs. ROI kicks in fast: payback within 2-3 months through higher referral volumes and reduced admin overhead.
Can the system integrate with our existing EHR like Epic or Cerner?
Absolutely. We specialize in deep, two-way API integrations with major EHRs, pulling anonymized data on referral patterns without compromising PHI. For Epic users, we've built connectors that sync in real-time, automating outreach based on metrics like wait times or specialty diversions. This isn't superficial linking—it's a unified workflow that treats your EHR as the central hub, eliminating data silos and ensuring seamless operation during peak hours.
How personalized is the outreach compared to generic templates?
Our AI goes beyond templates by analyzing specific contexts, like a physician's past referral volume or seasonal needs (e.g., flu vaccine partnerships). It generates messages referencing shared patients or local health trends, achieving open rates 3x higher than standards. For urgent care, this means tailoring pitches to quick-turnaround services, not one-off blasts. We've seen conversion lifts of 25-30% because it's built on your data, feeling like a natural extension of your team's voice.
What if our urgent care center has fluctuating volumes—does it scale?
Yes, our production-ready architecture scales effortlessly with your demands. During surges like allergy season, the system ramps up outreach volume without performance dips, handling 10x the contacts via cloud-optimized agents. We include auto-scaling features that adjust based on your EHR inputs, ensuring no bottlenecks. Clients report maintaining 99% uptime even at peak, with built-in monitoring to proactively tweak for your center's unique ebbs and flows.
How do you measure ROI for sales outreach in healthcare?
We track tangible metrics like time saved (hours/week), referral conversion rates, and revenue per outreach dollar—benchmarked against industry averages (e.g., 15-20% uplift in partnerships). For urgent care, this includes linking automated emails to new patient inflows via unique tracking codes. Post-launch, our dashboards show clear ROI, such as $50K added revenue from 100 targeted contacts. We refine based on your goals, ensuring every automation dollar delivers 4-5x returns within the first quarter.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.