AI for Healthcare Practices

Your front desk, supercharged.

Clearwater handles intake forms, appointment reminders, follow-up messages, and patient questions around the clock so your staff can give every person in the waiting room their full attention.

Book a Free Demo See How It Works
68%
Reduction in no-shows
4.2 hrs
Saved per staff member daily
14 min
Average setup time

The Problem

Your team is brilliant. They should not spend their day on hold.

The average medical front desk spends 3 to 4 hours per day on tasks a well-trained AI can handle instantly, at any hour.

📞

Endless Intake Calls

New patients call to ask the same 12 questions before their first appointment. Each call takes 8 to 12 minutes. Multiply by 15 new patients a week and it becomes a part-time job with no ceiling in sight.

📅

No-Shows That Drain Revenue

A single missed appointment in a busy practice can cost $200 to $400 in lost billable time. Without automated reminders, no-show rates hover between 18 and 30 percent across most specialties.

💊

After-Hours Patient Questions

Patients do not stop having questions at 5 PM. Prescription refill requests, insurance queries, and post-visit concerns pile up overnight and flood your morning queue before the first provider is even in the building.

📋

Incomplete Intake Forms

Paper forms and PDF attachments get lost, filled out incorrectly, or returned incomplete. Staff spend time chasing corrections that delay care, frustrate patients, and add friction to every first appointment.

🔁

Referral Coordination Gaps

Coordinating specialist referrals requires back-and-forth with multiple parties. Without a structured process, patients fall between appointments and the referring provider has no visibility into what happened next.

⭐

Neglected Patient Reviews

Happy patients forget to leave reviews. Unhappy ones always remember. Without a systematic follow-up process, your online reputation lags far behind the actual quality of care you deliver every day.

What Clearwater Does

Six workflows. Fully automated.

Clearwater integrates with your existing EHR and communication tools to handle the routine tasks that consume your staff's most valuable hours.

📝

Intelligent Intake

Patients complete digital intake forms on any device before they arrive. Clearwater checks for completeness, flags missing information, and routes the finished form directly to your EHR. No printing. No scanning. No chasing down a missing insurance card number at the front desk.

📲

Smart Appointment Reminders

Automated reminders go out via text, email, or voice call at intervals you define: 48 hours out, 24 hours out, and 2 hours before the appointment. Patients can confirm, cancel, or reschedule in one tap and your schedule updates in real time.

💬

24/7 Patient Chat

An AI-powered assistant handles common patient questions at any hour: office hours, directions, prescription refill policies, accepted insurance plans, post-visit care instructions. Anything requiring clinical judgment is flagged immediately for staff with full conversation context attached.

💌

Automated Follow-Up Care

After each visit, Clearwater sends personalized follow-up messages based on the visit type. Post-procedure check-ins, medication reminders, lab result notifications: all delivered on schedule without a single staff member having to remember to send them.

🔗

Referral Coordination

When your provider orders a referral, Clearwater sends the patient the specialist contact information, follows up to confirm they have booked, and notifies your team if they have not done so within five days. No patient falls through the gap unnoticed.

🌟

Reputation Management

After positive encounters, Clearwater sends a friendly review request to Google or Healthgrades. When a concern or complaint is flagged, it routes to your patient relations team before it becomes a public post. Your online reputation reflects reality rather than whoever happened to remember to leave a review.

Setup

Live in under a day.

We have designed onboarding for practices that do not have IT departments. Most clinics are fully live within 24 hours of signup.

1

Connect Your Tools

Clearwater connects to your EHR (Epic, Athenahealth, Kareo, Jane App, DrChrono, and 40-plus others), your phone system, and your patient communication preferences. The guided setup wizard takes about 14 minutes and requires no developer or IT support to complete.

2

Customize Your Workflows

Tell Clearwater how your practice operates: when reminders go out, which questions to answer versus escalate to staff, which visit types trigger which follow-up sequences. You define the rules once; the AI executes them perfectly at scale every single day.

3

Launch and Monitor

Flip the switch and Clearwater goes to work immediately. Your staff sees a live dashboard showing every patient interaction, escalated messages, and weekly analytics on response rates, no-show reductions, and hours saved per team member. Nothing happens in a black box.

Modern medical clinic reception desk
Healthcare data security and compliance

Security

HIPAA-compliant from the ground up.

Patient data is not an afterthought at Clearwater. Every message, form, and interaction is encrypted in transit and at rest using AES-256. We maintain a signed Business Associate Agreement with every practice starting on day one. No legal back-and-forth. No waiting for procurement to catch up.

Our infrastructure runs in HITRUST-certified data centers in the United States. We conduct annual third-party security audits and penetration tests and our full security posture is available on request for any compliance review your team needs to run before signing.

🔒 HIPAA Compliant
📋 BAA Included Day One
🛡 AES-256 Encrypted
🏥 HITRUST Certified Infra

What Practices Say

The patients notice too.

From solo practitioners to multi-location groups, Clearwater fits the way real practices operate.

★★★★★

'Our no-show rate dropped from 22 percent to under 8 percent within 60 days. That alone paid for Clearwater many times over. The intake automation is a bonus our MAs still talk about every week.'

Dr. Sandra K.
Dr. Sandra K.
Family Medicine, Colorado Springs CO
★★★★★

'I run a three-location physical therapy group. Before Clearwater, coordinating follow-up care across sites was a logistical mess. Now every patient gets the right messages at the right time without my staff touching a thing.'

Marcus T.
Marcus T.
Owner, Elevation PT Group
★★★★★

'The after-hours chat changed patient satisfaction scores noticeably. People feel cared for even when we are closed. Our Google rating went from 3.9 to 4.7 in four months and I attribute most of that to the review follow-up feature.'

Dr. Priya M.
Dr. Priya M.
Internal Medicine, Austin TX

Pricing

Straightforward pricing.
No per-seat surprises.

Every plan includes our BAA, HIPAA compliance, and unlimited patient interactions. You pay for the practice size, not per message.

Solo Practice
$199/mo
1 provider, up to 300 patient contacts/mo
  • Intelligent intake forms
  • Appointment reminders (SMS and email)
  • After-hours chat (standard library)
  • Follow-up sequences (3 visit types)
  • HIPAA compliance and BAA included
  • Email support
Get Started
Most Popular
Group Practice
$499/mo
Up to 8 providers, unlimited patients
  • Everything in Solo, plus:
  • Multi-location support
  • Advanced chat with custom protocols
  • Referral coordination workflows
  • Reputation management module
  • Analytics dashboard with weekly reports
  • Priority phone and chat support
Book a Demo
Health System
Custom
9-plus providers, enterprise requirements
  • Everything in Group, plus:
  • EHR deep integration (HL7 and FHIR)
  • SSO and role-based access controls
  • Custom AI trained on your protocols
  • Dedicated customer success manager
  • SLA and uptime guarantee
  • Security review and audit support
Contact Sales

FAQ

Questions we hear most often.

Does Clearwater work with my EHR?

Clearwater connects to over 40 EHR and practice management systems including Epic, Athenahealth, Kareo, Jane App, Cliniko, and DrChrono. If your system supports HL7 or FHIR we can integrate it. During your demo our team will confirm compatibility before you sign anything.

What happens when a patient asks something the AI cannot answer?

Clearwater is trained to recognize when a question requires clinical judgment or falls outside its defined scope. Those messages are flagged immediately and routed to the appropriate staff member with full conversation context attached. Patients receive an immediate acknowledgment and a realistic timeframe for a human reply rather than silence.

How does HIPAA compliance work in practice?

We sign a Business Associate Agreement with every practice on day one. All patient data is encrypted in transit using TLS 1.3 and at rest using AES-256. Our servers are hosted in HITRUST-certified US data centers. We do not sell or share patient data for any purpose. Our full security documentation is available for your compliance officer on request.

Will patients know they are talking to an AI?

Yes, always. Clearwater identifies itself as an automated assistant at the start of every chat conversation. We believe transparency is both the ethical requirement and the practical one: patients respond better when expectations are set clearly. The AI is positioned as a helpful tool of your practice, not a substitute for the relationship with your team.

How long does setup take?

Most solo and group practices are fully live within 24 hours of completing onboarding. The guided setup wizard handles the technical connections; your main work is configuring workflows to match how your practice operates. Group and Enterprise plans include a dedicated onboarding call where most questions are resolved in a single session.

Can I cancel at any time?

Solo and Group plans are month-to-month with no long-term contract required. Cancel before your next billing date and you will not be charged again. Enterprise plans involve annual agreements with negotiated terms. We believe you should stay because Clearwater is genuinely saving your team time, not because a cancellation clause makes leaving inconvenient.

Get Started

See it working in your practice.

Book a 20-minute demo and we will show you exactly how Clearwater handles your specific patient workflows before you commit to anything.

Book a Free Demo View Pricing

No credit card required. No IT department needed. Live in 24 hours or less.

Resources for this product