From booking email to reconciled closeout - the portal maps your exact workflow so nothing falls through the cracks between shifts.
New patient bookings from Klarity and ZocDoc are pushed via webhook. The portal creates a patient card at the Onboarding stage and notifies your VAs instantly.
VAs move patients through 7 checklist-gated stages. Forward moves require all items complete; backward moves are always free. Stale cards are auto-flagged after 48 hours.
When payment is reconciled against the billed amount, the patient is closed out. Full activity log provides an audit trail for every action taken.
No clinical data. No billing engine. Just a clean, secure operations tool purpose-built for Donna, Jude, and Amanda.
A real-time kanban board shows every patient and their current stage. Drag-and-drop with server-side checklist validation - forward moves are gated, backward moves are always free. No more spreadsheets or sticky notes.
Any VA can flag a patient for Donna with a required text reason. The flag stays visible until the provider clears it with feedback. Automated email notifications ensure nothing sits waiting.
Built for two remote VAs on opposite shifts. Time-based auto-assignment routes patients by appointment hour. Activity log records every action so the morning VA picks up exactly where the evening VA left off.
Not a generic tool. Every feature is shaped by how Donna, Jude, and Amanda actually work - their shifts, their responsibilities, their handoff.
Provider & Admin
"I need to see the full picture at a glance - what's been done, what's waiting, and what needs my attention - without logging into three different systems."
Morning VA
"When I start my shift, I want to see exactly where Amanda left off. No digging through emails - just open the board and pick up the next task."
Evening VA
"I need to know which patients need follow-up before end of day and a clean way to hand off anything I couldn't finish to Jude for the morning."
Healthcare operations require trust. Every decision - from hosting to data modeling - is made with HIPAA and your team's workflow in mind.
Pipeline Stages
Onboarding to reconciled
Team Members
Admin + 2 VAs
Stale Detection
Auto-flagged threshold
Checklist Gated
No skipped stages
BAA Ready
HIPAA business associate agreement
Encryption at Rest
AES-256 encrypted database
Encryption in Transit
TLS 1.3 for all API traffic
Access Control
Role-based, 3 users only
No Clinical Data
Operational status only
Secure, focused, and built for how your practice actually works. Sign in to access your patient pipeline board.
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