For Independent Medical Practices

Practice OS — a second brain for your practice.

FIVE75 installs the system that remembers your scheduling rules, payer and billing playbook, patient-communication voice, and SOPs — then runs the front-desk and admin work off it. Built in two weeks. Owned by you. Architected for compliance from day one.

Book a strategy call → See what gets installed

The reality

You trained for medicine. The admin around it should not run your day.

Independent practices lose 30–40% of provider and staff time to administrative work. The problem usually isn't effort — it's that the practice has no shared memory, so the front desk rebuilds the same answers every day.

Phone tag and missed new-patient calls

No-shows quietly eating the schedule

Prior-auth and claims paperwork backlog

Scheduling rules living in one person's head

Inconsistent patient communication

The same insurance questions answered daily

SOPs scattered across binders and inboxes

Admin work eating 30–40% of staff time

The shift

The problem isn't your tools. It's that nothing remembers.

Your scheduling and triage rules live in the front desk's head. Your payer quirks live in a spreadsheet. Your patient FAQs get answered from scratch every single day. When the right person is out, the practice slows down.

Practice OS is one place that remembers it all — your scheduling and triage rules, payer and billing playbook, patient-communication voice, and SOPs — and your front-desk and admin work runs off that single source. Build it once; it compounds. And by default it needs no patient health information to deliver value.

The framework

Organize the knowledge. Automate the admin. Protect the practice.

A practical operating model for independent practices that need their front office to run like clockwork — without ever putting compliance at risk.

01 / ORGANIZE

Organize

Scheduling rules, payer playbook, billing references, patient-comms voice, and SOPs — in one queryable place.We build Practice OS and load it with how your front desk actually runs.

02 / AUTOMATE

Automate

Scheduling, reminders, FAQs, prior-auth prep, and recalls run in the background.The admin time-sinks handled — staff freed for the work that needs a human.

03 / PROTECT

Protect

Compliance built in from day one: a clear data boundary, a written data-handling policy, and human judgment on anything clinical.Never an automated clinical decision. Ever.

What gets installed

Two deliverables. Two weeks. Yours on day one.

A second brain wired into the tools you already use, and two front-desk automations on top — picked from the admin work that eats the most staff time.

Deliverable 01 — Your Practice OS (Admin Brain)

One organized home for scheduling and triage rules, payer and billing references, patient-comms voice, and SOPs
Connects to the tools you already use — we organize what you have, you don't switch
PHI-free by default — no patient health information required to get value
Queryable by every staff member, so the practice isn't hostage to one person's memory

Deliverable 02 — Two front-desk automations

24/7 scheduling + FAQ agent — books routine visits and answers policy questions, routes anything clinical to a human
Prior-auth & claims prep digest — assembles the reference and paperwork for staff to finalize
Both run on real workflows, unprompted
The template your team uses to add the next ten — without us

Compliance first

Compliance is the design, not an afterthought.

Most "AI for clinics" pitches quietly run patient data through consumer tools that were never built for it. We start from the opposite end — and we're upfront about the two ways to build this.

Configuration A — PHI-free Admin Brain

Scoped to administrative context only: scheduling, payer rules, billing references, patient-comms voice, and SOPs
No patient health information enters the system, so it runs on standard infrastructure
Fastest to deliver, lowest-risk, still high-value — the recommended starting point

Configuration B — HIPAA-ready build

For workflows that must touch PHI (patient records, clinical notes)
The entire system runs on HIPAA-ready infrastructure with a signed Business Associate Agreement — never consumer tools
Access controls and audit logging; longer setup (~3 weeks)

The non-negotiables: consumer AI tools are not HIPAA-covered, so any workflow that touches PHI is built only on HIPAA-ready infrastructure with a signed BAA. And no clinical or diagnostic decision is ever automated — Practice OS handles administrative scaffolding only, and a human makes every clinical call.

The timeline

Three phases. Two weeks. One handoff.

By day 14 the Admin Brain is live, two front-desk automations are running, and someone on your team owns it. HIPAA-ready builds add about a week for compliant setup.

DAYS 1–4 / MAP

Map

Screen-share sessions. We watch how the front desk actually runs — where calls pile up, where time leaks, what staff answer from scratch every day.

DAYS 5–10 / BUILD

Build

We build Practice OS, load your scheduling rules, payer playbook, and SOPs, and wire it into your tools — within a clear data boundary.

DAYS 11–14 / HAND OFF

Prove + hand off

Two automations go live on real workflows. We train your owner and hand over a written data-handling policy. You keep everything.

What this can look like

Small moves. Compounding results.

Practical systems that make the practice easier to reach, easier to run, and lighter on staff — without ever touching a clinical decision.

Scheduling

24/7 scheduling that never gives a clinical answer

Books routine visits and answers policy questions any hour, and routes anything clinical straight to a human.

Billing

Prior-auth prep packets, assembled for staff

The reference, codes, and paperwork scaffolding come pre-assembled so staff finalize instead of starting cold.

Retention

Recall and reminder batches that cut no-shows

Automated confirmations and recalls keep the schedule full without the front desk dialing all afternoon.

Patient comms

After-hours FAQs answered in your voice

Common questions get a consistent, on-brand answer at 9pm — clinical ones get handed to a person.

Front desk

Insurance and eligibility reference on tap

Payer quirks and eligibility rules become searchable, so the answer doesn't depend on who's at the desk.

Intake

New-patient intake organized before the visit

Intake details arrive structured and complete, so the first appointment starts on time and prepared.

You own it. One person on your team runs it.

This isn't a subscription to us. At handoff, Practice OS belongs to your practice. We train one person — an office manager, a front-desk lead — to keep it current and add the next system. A few minutes a day, not a new hire. We stay available if you want us; you're never dependent on us to keep running.

Pricing

Recommended start

Practice OS — Admin Brain

$9,500

PHI-free build. Fixed scope, two weeks, fully owned by you. Runs on standard infrastructure — no patient health information required to deliver value.

Practice OS — HIPAA-ready

from $15,000

For workflows that must touch PHI. Built on HIPAA-ready infrastructure with a signed BAA, access controls, and audit logging. About three weeks.

Optional: Tune-Up & Build — $600–$1,500/mo. We maintain Practice OS, ship a new automation each quarter, and keep it current as your practice grows. Cancel anytime; you keep everything either way.

You earned the credentials. Your back office should run like it.

Built for independent practices that want the front office to run like clockwork — visible, consistent, and compliant — so providers and staff get their time back.