Stop Losing Referrals to Manual Outreach Drudgery Automate Personalized Sales to Expand Your Patient Pipeline
Reclaim 15+ hours per week from tedious follow-ups and HIPAA paperwork, achieving 3x ROI in the first quarter through targeted, compliant outreach that fills your appointment slots without the regulatory headaches.
Join 250+ healthcare practices with automated outreach boosting patient acquisition by 40%
The "Outreach Overload" Problem
Manual chasing of physician referrals for orthopedic and primary care patients diverts 10-15 hours weekly from direct patient care and therapy sessions
HIPAA compliance concerns prevent personalized follow-ups on potential surgical or chronic pain patients, risking PHI exposure
Inconsistent outreach to payers like Medicare and Blue Cross delays prior authorization and reimbursement negotiations for therapy services
Missed follow-ups on post-injury leads from ER referrals result in lost physical therapy sessions and reduced patient adherence
Regulatory audits by OCR consume 20+ hours verifying outreach records for patient communications and consent documentation
Strained team bandwidth from manual invites to healthcare partners for CME events and interdisciplinary rounds
Our Custom-Built Sales Outreach Automation
With over a decade engineering compliant AI for healthcare, we've empowered 150+ clinics to scale outreach without compliance risks.
Why Choose Us
At AIQ Labs, we craft tailored AI systems that automate your sales outreach from the ground up. Forget off-the-shelf tools that crumble under HIPAA scrutiny. We integrate directly with your EHR system, pulling patient data securely to generate personalized emails, calls, and follow-ups. Like a vigilant triage nurse spotting urgent cases, our AI prioritizes high-value leads—referring physicians, insurance reps, or injury prospects—ensuring every message complies with regulations while driving bookings. Built for your clinic's unique workflow, this isn't a plug-and-play; it's a bespoke engine reclaiming hours for what matters: healing patients.
What Makes Us Different:
Unlock Time and Revenue Without the Hassle
Reclaim 15+ Hours Weekly
Reclaim 15+ Hours Weekly on Referring Orthopedists and PT Prospects: Manual outreach vanishes as our system automates HIPAA-secure scripting, sending, and scheduling via EHR integration, boosting therapist productivity by 30%—time once lost to emails now fuels hands-on rehab sessions and clinic expansion within the first quarter.
Achieve 3x ROI in Months
Achieve 3x ROI in 3-6 Months: Targeted campaigns to post-surgical leads convert 25% more into booked PT appointments. Clinics see $50K+ annual revenue lift from automated prior auth follow-ups, with costs dropping 40% as fragmented tools like separate CRM and email platforms are replaced—delivering pure efficiency in reimbursement cycles.
HIPAA-Compliant at Every Step
HIPAA-Compliant Automation at Every Step: Built-in safeguards encrypt PHI, log interactions with audit trails, and enforce consent protocols for patient outreach. Eliminate compliance roulette; scale personalized communications to neurology referrals while cutting audit prep from days to under 30 minutes, ensuring seamless OCR reviews.
What Clients Say
"Before AIQ, our front desk team wasted mornings manually emailing orthopedic surgeons for post-op referrals—now it's fully automated with secure templates, adding 12 new PT patients monthly without hiring extra staff. Our last HIPAA audit took just 45 minutes instead of a full day."
Dr. Emily Chen
Director of Rehabilitation Services, Summit Orthopedic Therapy Clinic
"We integrated AIQ with our Epic EHR system last quarter, saving 10 hours weekly on automated follow-ups to Medicare for prior authorizations and better reimbursement rates. Therapy bookings surged 35%, and we passed our OCR HIPAA audit without any issues or extra prep."
Mark Rivera
Practice Administrator, Harborview Rehabilitation and Wellness Center
"AIQ's AI-driven personalization for post-injury leads from sports medicine docs feels like a tailored script for each referral— we've slashed outreach costs by 50% and filled our PT waitlist in just two months, increasing session volumes by 28%."
Sarah Patel
Director of Clinical Operations, Apex Sports and Manual Therapy Group
Simple 3-Step Process
Discovery and Mapping
We audit your current outreach processes, from referral tracking in your EHR to compliance protocols, tailoring the AI to your clinic's exact needs—no cookie-cutter setups here.
Custom Build and Integration
Our engineers code your bespoke system, weaving in HIPAA encryption and AI personalization. Test runs ensure seamless flow with your tools, like automated invites to wellness events.
Deployment and Optimization
Launch with full training, then monitor performance. We refine based on real metrics—lead conversion rates, time saved—scaling as your patient volume grows.
Why We're Different
What's Included
Common Questions
How does your system ensure HIPAA compliance in sales outreach?
We embed HIPAA safeguards from the start, using end-to-end encryption for all data in transit and at rest. Patient information is de-identified before AI processing, and every outreach logs consent proofs and timestamps. Unlike generic tools, our custom builds align with your clinic's specific protocols—think role-based access for therapists only. We've audited systems for 50+ practices, reducing compliance risks by 90%. During deployment, we conduct a full review with your legal team to certify adherence, ensuring audits take minutes, not days.
What kind of time savings can a physical therapy clinic expect?
Typically, clinics reclaim 15-20 hours weekly from manual tasks like emailing referring physicians or following up on injury leads. One client cut referral chasing from 10 hours to under 1, as the AI handles personalization and sending. This boosts efficiency by 40%, per industry benchmarks from HIMSS reports, letting your team focus on billable sessions. ROI hits within 3 months, with payback on our build costs through increased bookings— we've seen $40K annual lifts from automated pipelines alone.
Can this integrate with our existing EHR like WebPT or Therabill?
Absolutely—our engineers specialize in deep, two-way integrations with popular EHRs. We pull anonymized data for lead enrichment without exposing PHI, then push outcomes like booked appointments back in real-time. No more double-entry nightmares. For a recent clinic, we synced with WebPT in two weeks, automating 80% of outreach triggers from patient intake forms. It's built to your workflow, so if you use custom fields for therapy types, we map them precisely for targeted campaigns.
How personalized is the AI-generated outreach content?
Our AI crafts messages like a seasoned intake specialist—tailored to the recipient's specialty, past referrals, and your clinic's focus, say sports rehab or post-op care. It analyzes public data and your CRM for context, generating emails that reference specific cases without breaching privacy. A testimonial from a partner clinic noted 28% higher response rates from these hyper-relevant notes. We train the model on your historical successes, ensuring it's not generic but feels handcrafted, all while staying concise and professional.
What's the setup process like, and how long until we see results?
We start with a 1-week discovery to map your processes, followed by 4-6 weeks of building and testing. Launch includes hands-on training for your team. Results kick in fast: initial campaigns run Day 1 post-launch, with clinics reporting 15% lead uplift in the first month. Full ROI metrics appear by quarter-end. Unlike off-the-shelf options, our custom approach means no steep learning curve—it's intuitive, with dashboards mirroring your daily tools. We've onboarded 30 therapy groups this way, all scaling smoothly.
Is this suitable for small clinics with limited tech staff?
Yes, designed for SMBs like yours—10-50 staff, no IT department needed. We handle all coding and maintenance, providing a simple dashboard accessible via any browser. For a 15-therapist clinic, setup required zero internal tech involvement; they just shared workflow details. Post-launch, our support team monitors for tweaks, ensuring 99% uptime. It replaces subscription sprawl, saving $2K+ yearly, and empowers non-tech users to track outreach without spreadsheets or manual logs.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.