The closed-loop automation that returns
front-desk hours to patient care.
Medical + dental + specialty clinics burn 20+ hours of front-desk time a week on intake forms, insurance verification, recall campaigns, and reporting. We automate the admin layer with HIPAA-aware orchestration. Front desk focuses on the patient at the counter, not the spreadsheet behind it.
What the open loop is costing you.
The conservative numbers below are pulled from luup's audit data and published industry research for healthcare. Every leaky channel here is a competitor's win.
- · ADA Health Policy Institute 2024: average dental practice misses 22% of inbound calls.
- · Solutionreach industry report: each missed call costs $237 in lifetime patient value.
- · Greenway Health 2024: practices using automated recall see 2.8× recall booking rate vs SMS-only.
Wired into the tools you already run.
Dentrix + Open Dental for dental, SimplePractice / Jane for therapy + small medical, NexHealth as the cleanest API layer when available. Twilio for SMS + voice (BAA in place). Make.com for orchestration with HIPAA-aware data handling — no PHI flows through non-BAA tools. EU-hosted infra for EU practices.
Four playbooks shipping in week one.
Each playbook is shippable within live in 14 days of kickoff. Most healthcare clients start with the first two and add the rest in weeks 2–4.
Patient intake automation
New patient form auto-sent via SMS pre-visit → AI checks completeness → insurance card photo verified → demographics + history flow to PMS → kit prepared at front desk before patient arrives. Cuts in-clinic intake time from 15 min to 3 min.
~12 min saved per new patientInsurance verification automation
Insurance details captured at booking → AI runs eligibility + benefits check via clearinghouse API (Availity / Change Healthcare) → results in PMS by morning of visit → front desk only handles the 15% that require human escalation.
~8 hrs / wk admin savedRecall + reactivation campaigns
Patient overdue for hygiene / annual / specialty recall → AI sends conversational SMS → if no response in 5 days, follow-up call (voice agent) → books slot live or routes to front desk if patient asks. 2-3× the response rate of SMS-only.
Recall booking +180%Practice reporting + ops dashboard
Daily roll-up: production per provider, same-day acceptance rate, no-show rate, recall response, AR > 60 days, payer mix. Slack post to practice owner every morning at 7am. Replaces the 2-hour Monday meeting spreadsheet.
~6 hrs / wk owner time backReal numbers from a real operator.
A 4-chair private practice we audited recovered ~$120k in front-desk + LTV
What it costs, without the dance.
Healthcare automation runs $3,500-$10,000/month depending on scope + location count. Setup is $4,500-$9,500 one-time including HIPAA BAA setup, PMS integration, and clinical-staff onboarding. Volume discounts at 3+ locations.
Five things healthcare operators ask first.
The questions every healthcare prospect asks on the first call. Answers in writing so you can decide before booking.
Is this HIPAA compliant?
Yes when configured. luup signs a BAA. PHI only flows through HIPAA-eligible tools (Twilio HIPAA, AWS HIPAA, NexHealth, Make.com Enterprise with BAA). Encrypted at rest + in transit. Access controls per-user. We document the data flow before go-live and audit annually.
Will it work with our PMS?
Dentrix + Open Dental + Eaglesoft via Bridge API or partner integration. SimplePractice / Jane / Cliniko via native API. NexHealth as the cleanest abstraction layer when supported. For weirder setups, we sync via Airtable + scheduled scrapes.
What about insurance carriers we don't take?
AI checks against your accepted-payor list before booking. If a patient calls with a non-accepted carrier, the agent politely declines + suggests options (out-of-pocket pricing band, in-network referral). Front desk is not interrupted.
Can we run this for a multi-location DSO / group?
Yes. Each location has its own profile (PMS instance, fee schedule, accepted payors, brand voice). Cross-location reporting rolls up to a group dashboard. Volume discounts at 3+ locations.
How much does healthcare automation cost?
$3,500/month single-location intake + recall, $6,500/month with insurance verification + reporting, $10,000/month for multi-location groups (up to 5 locations). Setup is $4,500-$9,500 + BAA paperwork.
Other verticals we ship automation for.
Same Make.com / n8n / Zapier orchestration, tuned to industry-specific needs. Same deploy cadence. Same guarantees.
Ready for healthcare + clinics
automation?
Book a 30-min strategy call. We’ll map your current setup, show you the system in action, and quote the deploy. If it’s not a fit, we’ll tell you on the call.