The verification grind
Eligibility and benefits get checked by hand, portal by portal, before every visit — or they don’t, and you find out in the chair.
Private, on-premise AI for healthcare practices
The AI employee that never sends patient data to the cloud.
EasePilot is a small appliance that plugs in at your practice and works the admin your staff drowns in — insurance verification, recalls, intake chasing, fax triage. Patient data stays in your building. Every action is logged. Anything sensitive asks first.
Runs in your office BAA signed Every action logged Cancel anytime
The problem
Your front desk is the human API.
Between the EHR, payer portals, fax, phones, forms, and email, someone re-types, checks, chases, and files all day. That person costs $40,000+ a year — and still never gets to the recall list.
Revenue quietly leaking
Overdue recalls, unfilled cancellations, and unreturned intake forms never make it to the top of anyone’s pile.
Document chaos
Faxes, referrals, and records arrive all day and someone has to read, route, and file every one of them correctly.
DentrixEaglesoftOpen DentalSimplePracticeDrChronoathenahealthAvailityPayer portalseFaxPhone messagesIntake formsEmailSpreadsheets
What it does
It works your systems the way staff does. No integration project.
EasePilot uses the same screens, portals, and inboxes your team already uses — so there is nothing to install in your EHR and no vendor to wait on. Start with one workflow; add the next when the first one has proven itself.
Insurance eligibility checks
Runs tomorrow’s schedule through payer portals overnight and flags coverage problems before the patient is in the chair.
Runs on autopilotRecall & reactivation
Finds overdue patients, drafts personalized outreach, and proposes bookings for your open slots.
Messages ask firstIntake & forms chasing
Follows up on unreturned paperwork before appointments, so the waiting room stops being a data-entry desk.
Reminders ask firstFax & document triage
Reads inbound faxes and documents, files them to the right chart, and flags anything that needs a human.
Filing on autopilotSchedule-gap backfill
When a cancellation opens a slot, works the waitlist so the day stays full.
Outreach asks firstReferral & prior-auth prep
Assembles the packet with everything attached. A human reviews and submits every one.
Always asks firstWhy on-premise
Cloud AI can’t take this job. A box in your office can.
You cannot paste patient records into a chatbot, and you should not have to trust another cloud vendor with PHI to get help with the busywork. EasePilot is built the only way AI for a practice should be built: on your premises, under your policy, with receipts.
Patient data never leaves the building
PHI is processed and stored on the appliance inside your practice — not in someone else’s cloud. We sign a Business Associate Agreement.
Every action is logged
What it saw, what it did, what it asked, and who approved it. An audit trail you can show your compliance consultant, or anyone else.
Anything sensitive asks first
Patient messages, money, and anything clinical get prepared, then wait for your approval. Only routine drudgery runs on its own.
An appliance, not a browser tab
It works your admin backlog at night, on weekends, and during the lunch rush. Your data stays with you even if you cancel — it never left.
How it works
Proof in thirty days, not a leap of faith.
Every install starts narrow and earns trust with evidence. You see everything it does before anything runs on its own.
Map
We pick the one workflow eating the most staff time and write the policy together: what runs automatically, what always asks first.
Shadow
The box watches and prepares everything. You approve each action and get a daily brief. Nothing moves without you.
Autopilot
Routine work runs on its own under the written policy. You get a weekly report: hours saved, actions taken, all of it logged.
Founding partner program
Five practices. Founding pricing. Direct access.
We are installing EasePilot with five founding practices and building the product around their mornings. In exchange for feedback, founding partners keep this rate for as long as they stay.
For comparison: a part-time front-desk hire runs $1,800+/month, and an answering service charges $1,000+/month just to take messages. EasePilot works the backlog itself — overnight, logged, and approval-gated.
5 founding slots
$850 /month
+ $1,500 one-time install — appliance, setup, and workflow mapping included.
- ✓The appliance, white-glove install, and workflow mapping included
- ✓One workflow installed and measured within 30 days
- ✓Founding rate locked for as long as you stay
- ✓Cancel anytime — your data never left your building
- ✓Direct line to the founder, not a support queue
Who it’s for
Owner-led practices, one to ten providers.
If the owner still hears about every admin fire, EasePilot was built for you.
DentalTherapy & behavioral healthMed spaPT & chiropracticPrimary care & DPCVeterinary
Apply
Tell us what eats your staff’s day.
Two-minute application. We reply within one business day with whether your workflow is a fit for a founding slot — and if it isn’t yet, we will tell you that too.
- Be specific: “verifying eligibility for 20 patients a day” beats “admin work.”
- No IT knowledge needed — we handle the install end to end.
- Nothing sensitive runs without your written policy and approval.
FAQ
Fair questions, straight answers.
Is this HIPAA compliant?
Honest answer: no vendor can make your practice “HIPAA certified” — no such certification exists, and anyone claiming it is overselling. What we do: patient data is processed on a device inside your practice, we sign a Business Associate Agreement, access is scoped per workflow, and every action is logged. Most AI tools make your compliance posture more complicated. This one makes it simpler, because the data never leaves.
Does it integrate with my EHR or practice management system?
It works your systems the way a trained staff member does — the same screens, portals, and inboxes your team already uses. Where a real API exists we use it, but there is no integration project, no waiting on your EHR vendor, and no rip-and-replace.
What if it makes a mistake?
The first two weeks run in shadow mode: it prepares everything and you approve each action. After that, only routine work you have explicitly approved in writing runs on its own — patient messages, money, and anything clinical always ask first. Every action is in the audit log, so nothing is ever a mystery.
Does patient data ever go to the cloud?
Routine work runs on models on the box itself. If heavier cloud reasoning would help a task, it happens only on de-identified content, and it is disclosed and logged. The default — and the whole point — is local.
What happens if we cancel?
You can cancel anytime. Because your data never left your building, there is nothing to export, migrate, or beg a vendor for. That is the difference between an appliance you own and a cloud subscription that owns you.
We’re not a healthcare practice. Can we use this?
The founding program is healthcare-first, but the same box works for any privacy-heavy operations business — law, accounting, property operations. Apply and tell us what your team spends its day on.