Where do the records go when you ask it something? To one place, under written rules. Your charts, correspondence, referrals and billing live in an encrypted space of the practice’s own, in our private cloud on Amazon Web Services — scoped to your practice alone, never pooled with anyone else’s, never used to train anyone’s model, loaded under a written scope, and deleted, confirmed in writing, when the service ends. Your assistant reads and answers from that space, and every answer cites the record it came from. Not a vendor asking to be trusted somewhere vague: one named place, and the handling in writing.
This page is for physician-owners — the practices where the person responsible for the records and the person paying for the software are the same person.
The scribe math, honestly
Practices now rent cloud AI scribes and assistants at about $7,200 a year per provider — per seat, every month, forever, under someone else’s terms. Three providers is over $21,000 a year, every year, and the bill grows with every hire.
This is one flat price for the whole practice — no per-person charge, ever. The first year costs more than one rented scribe seat, and every year after costs less — for the whole practice, not one provider. One home under one roof, or one practice in one office, is the first year — however many of you there are. Several homes, several offices, or staff spread across sites: by conversation, scoped in writing. Not sure which you are? Order the first year; if it needs more, our letter says so before anything is final. Your assistant is built on the practice’s own records and serves the practice alone while the service runs — never pooled, never shared, never used to train anyone else’s model.
What the practice hands it
“Pull everything on Mrs. Ellison before the 9:15.”
Four visits this year, the cardiology letter from March, and the med list — one page, ready.
The chart story, before you walk in.
“Draft the letter to the referring physician.”
From the visit record, in your voice. You read it, fix one line, and it goes.
Correspondence off your evenings.
“Which prior authorizations are still open?”
Six. Two have been waiting eleven days — the resubmission paperwork is drafted.
The paperwork that never sleeps, watched.
“Who is due for a recall this quarter?”
Thirty-one patients. The reminder letters are drafted, and it waits for your yes before sending.
Follow-up that follows through.
“What did we bill last month?”
$62,400 across 310 visits. Eleven claims are still open — the oldest since the 4th.
Your numbers, without the spreadsheet.
“Remind us before the licenses renew.”
Ninety days out on all four, and again at thirty. The forms are gathered.
Renewal dates that watch themselves.
A day at the practice
Five moments from a normal Tuesday.
A brief before the first patient: today’s schedule, the two charts worth a second look, what’s expiring.
Between patients, you ask for the Ellison history — it’s one page, with the March letter attached.
The prior-auth resubmissions went out this morning, after the office manager’s approval.
Three referral letters are drafted from today’s visits, waiting in your review queue.
The open claims are summarized, the recall list is ready — and you leave at six.
The sentence you can tell patients
Patients have learned to assume their information is somewhere, plural. What we give a practice to say is narrower than a comfortable slogan, and it has the advantage of being checkable: “your chart sits in a space of its own, it is never pooled with anyone else’s records, it is never used to train anyone’s AI, and if we ever stop using the service it is deleted — confirmed to us in writing.” Every clause of that sentence is a term of the engagement, not a hope. For the practices that compete on trust — and a physician-owned practice competes on nothing else — a sentence you can stand behind beats a sign you would have to qualify.
Behavioral health, especially
If yours is a therapy, psychiatry, or counseling practice, you already know your notes are different in kind — they are the conversation itself. Patients ask where their words go now; some ask before they sit down. We will not dress the answer up: the notes live in the practice’s own encrypted space in our private cloud, and saying so plainly is the beginning of the answer, not a concession. What we put in writing is narrower and holds: the space is scoped to your practice alone, the notes are never pooled and never used to train anyone’s model, they are read only in the service of your own questions, and deletion at the end is confirmed in writing. For the most sensitive records in medicine, we think written terms beat comfortable sentences.
The compliance posture, in plain words
If your files include protected health information, tell us in the cart note or write to us first. We put in writing what we can accept, how it is handled, and how it is deleted — all before anything moves. The everyday mechanics are these: your records encrypted at rest with keys held in AWS KMS and encrypted whenever they move, stores with no public endpoints, model traffic over private networking inside our own cloud boundary rather than the public internet, your approval before anything is sent, and a log of everything the assistant does. We state what we do plainly rather than making blanket claims, and if we cannot meet your obligations for a particular scope, we say so rather than take the work.
Your patients’ business stays the practice’s business. Nothing is sent or booked without a yes from the practice; approvals expire; everything is logged. Never pooled, never shared, never used to improve anyone else’s model — and no ads, no selling information, ever. Every promise, in plain words, is on the Trust page.
Do patient records ever reach you?
Yes — we run the service, and you deserve that answer straight. The practice’s records live in an encrypted space of their own in our private cloud on Amazon Web Services: encrypted at rest with keys held in AWS KMS, encrypted in transit, in stores with no public endpoints. They are scoped to your practice alone, never pooled and never used to train anyone’s model. Loading is done by hand under a written scope, and when the service ends the space and everything in it is deleted, confirmed in writing.
What about HIPAA?
We do not answer that question with a badge. If your files include protected health information, tell us before anything moves: we put the handling in writing — what we accept, how it is handled, how it is deleted — or we decline the work. The mechanics underneath are stated plainly on this page: your own encrypted space, keys held in AWS KMS, no public endpoints, model traffic over private networking, deletion confirmed in writing. Whether that meets your obligations for a particular scope is settled in writing before we take the work.
Weighing it against the per-seat tools? Your own assistant vs the AI apps — the honest comparison, including what the consumer tools do well and what their terms cost you.
What it does for a practice — every one of these is in the first year, and none of it is bought separately.
Your practice
What it does for a practice
What the business knows — the institutional memory, searchable, including the parts that left with someone
Every client, remembered — prior conversations, what was agreed, what is next
Where a project actually stands — assembled from the mail, the documents and the meetings, not from a status report
Suppliers, agreements and renewals — who, what, when it ends, what is unresolved
The briefing before you meet someone — role, history, and what you last promised them
The week in review — exceptions, decisions, and the work that has stopped moving
Everything on this list is in the first year. Nothing on it is bought separately, and nothing on it is a plan for later — if it is written here, it works on the day your assistant is ready.
Your own AI. Your own material. One assistant, yours alone.
One price, and one way to begin.
Everything above is in the first year — there is nothing else to buy and nothing to configure. Begin with the first year; if you like, add the Archive Assessment before it.
The first year costs more because it contains the preparation — your archive prepared and loaded by hand under a written scope, and your assistant built on it — as well as the first year of the service; every year after is the service running. You order and pay at checkout; we write back within days — a decline returns every dollar, and until our letter confirms the year you may withdraw in writing. From that letter the year is final, and your assistant is ready on the date the letter names.
We answer in writing, within one business day — and if we cannot serve you well we say so before our letter confirms a year.
Prefer to write to us first?
