From Appointment Backlogs to Structured Patient Flow
The moment a patient call is captured, qualified, and routed to the right staff member with a structured intake brief — before the front desk picks up the phone.
Recommended starting point:Foundation Package
The Problem
Primary care and specialty medical clinics do not lose patients because of poor care — they lose them in the Access & Intake Gap. Patients call when they are sick, anxious, or managing chronic conditions. Phones go unanswered during clinic hours, staff are overwhelmed by repetitive eligibility questions, and appointment requests stack up without clear prioritization. Front desks spend hours acting as human routers instead of supporting care delivery. Without a system to capture patient intent, verify fit, and structure follow-up, clinics experience: lost new patient opportunities, higher no-show rates, burned-out administrative staff, and fragmented patient experiences before the first visit even occurs.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Front Desk Agent
Triage Nurse Agent
Scheduling Agent
Patient Prep Agent
System Logic: Patient calls with acute symptoms at 2:00 AM
Front Desk Agent
Answers immediately, detects anxiety, and routes to Triage.
Triage Nurse Agent
Scores urgency (Red Flag), checks database for chronic conditions.
Scheduling Agent
identifies first open 'Acute' slot at 8:00 AM and books it.
Patient Prep Agent
Texts fasting instructions to patient for morning labs.
Where Most Clinics Start
Most primary care and specialty clinics begin with the Foundation Package, which installs the private infrastructure required to run Operator locally — ensuring sensitive patient communications remain on clinic-controlled hardware.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Answer inbound calls during lunch, after-hours, or high-volume periods
- Capture Patient Intent DNA: new patient vs existing, general reason for visit, preferred appointment window
- Route structured intake summaries to front desk or care coordination staff
What it intentionally does NOT include: Medical advice, triage, or diagnostic guidance. Prescription or treatment recommendations. EHR integration or live scheduling unless explicitly configured. The Foundation Package stops missed patient opportunities — it does not provide clinical decision support.
Capability Expansion Path
HQ Pro for Medical applies templated, medical-aware logic: new patient vs follow-up vs referral-based visits follow different intake paths. Specialty clinics capture required pre-visit context (referral present, prior imaging exists).
HQ Pro reflects how medical clinics actually operate, while remaining standardized and non-advisory.
Operator HQ represents Full Clinic Synchronization. The Core Stack shares context. For clinics, this typically includes:
Unified patient memory, no-show recovery, and demand-to-intake alignment are coordinated automatically.
Custom Operator is designed for multi-location clinics, specialty practices with complex referral workflows, or clinics with specific compliance requirements.
This includes referral tracking, private knowledge layers over approved SOPs, and multi-location intake logic. This is not a template — it is built around how that clinic actually operates.
Every tier reduces the Access & Intake Gap — higher tiers add visit-type awareness, coordination, and ultimately full-clinic control.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level and configuration.
Pricing Notes
Packages cap scope, not capability.
Operator does not provide medical advice, triage, diagnosis, or treatment recommendations. Capabilities depend on deployment, configuration, and existing systems. This is administrative intake support only.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.