For practice owners and medical operators

HIPAA-ready from the first email.

The administrative load is the part of the day nobody scheduled. We build and run an assistant that detects PHI and keeps it inside the compliant path, tracks referrals and prior authorisations to closure, and hands you back the hours the paperwork was taking.

Book a call See the workflow map
Why healthcare, specifically

The clinical day is short. The administrative day never ends.

Nobody went into practice to chase a payer for the third time about an authorisation that was approved in the first place. But somebody has to, and it is usually the person who can least afford the hour.

Referrals arrive and stall. Prior authorisations get denied on a technicality with an appeal window nobody is counting. Payer threads go quiet and stay quiet until someone notices. Credentialing turns up as an emergency because it was filed under admin instead of deadline.

And every one of those threads may carry protected health information, which rules out most of the tools that would otherwise help.

Where the day actually goes

None of it is clinical work.

All of it is work that has to happen, on a schedule somebody else set.

  • Referralsreceived, chased, scheduled, acknowledged
  • Payersauthorisations, denials, appeals, aging
  • Deadlinescredentialing and licensure, quietly approaching
Pre-built workflow map

What we've already built for medical practices.

This configuration exists before your first onboarding session. Discovery tunes it to your payers, your referral network and your people — it doesn't start from a blank page.

Column oneWhat arrives
Column twoWhat the system checks
Column threeWhat happens next
01

Anything carrying PHI

PHI detection and containment

Protected health information is identified on arrival rather than after it has already moved through the stack.

Held inside the HIPAA-ready configuration, under documented retention, deletion and encryption rules per data type.

02

A new referral

Referral intake and source tracking

The referring practice is identified and recorded, and the enclosed records are matched to the referral.

Routed to scheduling with the source logged, so referral source performance is something you can actually report on.

03

Prior authorisation and denials

Payer correspondence classification

Authorisation requests, approvals and denial notices are separated from general payer mail and read for dates.

Tracked with the appeal window flagged, routed to billing, and chased if it goes quiet.

04

Payer correspondence

Correspondence aging

Open threads with each payer are aged rather than forgotten once they drop below the fold.

Surfaced when a payer stops responding, with the aging reported in the format you manage by.

05

Credentialing and licensure

Deadline detection

Renewal dates, CME requirements and credentialing paperwork are treated as hard deadlines, not admin.

Escalated well before it lapses, not on the week it expires.

06

Patient, vendor and clinical mail

Communication classification

Distinct handling rules for patient, payer, vendor and clinical correspondence, because they aren't the same problem.

Each category routed under its own rules, with only what genuinely needs you reaching you.

PHI detection and routing requires the Regulated Practice Layer — the compliant path is what makes the rest of this safe to run. On Custom Reserve the whole map becomes yours: your payers, your referral sources, your escalation thresholds, documented during discovery.

The operator's advantage

Built by someone who has actually run one.

Chris Barbieri ran a national medical supply operation under HIPAA, and personally built the patient intake and records systems it ran on.

Not advised on them. Built them, inside a regulated operation, with his own money on the line if they went wrong. The intake tooling he built cut that team's workload by 30% and very nearly eliminated the errors that used to slip through.

Automation projects in healthcare don't fail because the technology doesn't work. They fail because someone built something that didn't match how the practice actually runs, or quietly broke a process that was working fine. That's the failure mode we design against first.

30%
reduction in intake workload, with errors nearly eliminated, inside a HIPAA-regulated operation
Most vendors selling into healthcare claim compliance readiness. We've operated under the standard.
The Regulated Practice Layer

PHI doesn't go anywhere you haven't signed for.

Path two · for practices handling PHI

HIPAA-ready, with a signed Business Associate Agreement.

A BAA is executed before anything touches protected health information, and the configuration behind it is documented rather than asserted: retention, deletion and encryption rules written per data type, with audit logging behind them.

Every vendor in the chain is vetted for how it handles retention before it goes into the stack, and you get a written data flow map showing exactly where information travels and what is kept at each hop.

Available on Reserve and Custom Reserve
What's included
  • HIPAA-ready configuration
  • Signed Business Associate Agreement
  • A restricted, vetted tool stack
  • Retention and deletion rules by data type
  • Audit logging
  • A written data flow map
$250 / month on Reserve · $400 / month on Custom Reserve Covered models under a BAA retain data for a defined window, so the HIPAA-ready path and zero data retention aren't combinable. Practices handling PHI take this one.
One thing we want to be clear about

Nothing goes out under your name without your approval. Ever.

The system drafts. You approve. There is no mode where it decides on its own to answer a client, respond to a partner, or send anything at all on your behalf. We don't offer that, and we're not planning to.

System drafts You approve It sends
Where this lives

Which plan medical practices take.

The industry configuration described above is part of a Custom Reserve build. Select and Reserve run the same engine without the custom process work.

Select

Know what matters

Your inbox sorted and prioritised, with a daily digest and protected focus blocks. No custom routing.

See pricing →

Reserve

Act on what matters

Adds replies drafted in your voice, VIP routing, scheduling and meeting capture. The Regulated Practice Layer is available here as an add-on.

See pricing →

Custom Reserve

So nothing falls through

The full industry configuration: custom escalation, routing, process flows and reporting, built from a documented map of your operation.

See pricing →
Free resource

The Referral Response Audit

A short worksheet for finding where referrals stall inside your practice — from the moment one arrives to the moment the referring physician hears back. It's the first thing we map during a healthcare discovery, and it's useful whether or not you ever work with us.

  • The handoffs where referrals most often go quiet
  • What to measure for referral source performance
  • Where payer correspondence aging belongs in the process
One email with the resource. No sequence, no sharing your address.
Where to start

The first conversation is short and free.

We'll look at how mail, referrals and follow-ups actually move through your practice right now, and tell you honestly whether this makes sense for you and which plan fits. If it doesn't make sense, we'll say so.

  • A straight read on where the administrative hours are going.
  • A recommendation on Select, Reserve or a custom build — including "none of these yet".
  • If you're not saving real hours by month two, we refund your setup fee.
Prefer email? Reach us directly at questions@loquelogic.com
We'll only use your details to follow up about your enquiry. No spam, ever.