Phone
Receptionist · Gigi
Every call answered, day or night.
Answers when your team can’t, recognizes returning patients, offers real open times and books straight into your EHR.
CallerReturning patient
Asked forBotox touch-up
BookedThu 10:30
Everything runs inside the EHR you already use.
The work behind every visit.
Your team does this work by hand every day: calls, forms, insurance, refills, recalls, the morning numbers. Intuo takes each job end to end inside your EHR, and your team steps in only where a person should decide.
by department
The jobs your clinic already does. Finished for you.
Each department is work your team does by hand today. Pick the one that hurts most and we start there. Add the next when the first has earned it.
Department 01
Front Door
Every call, text, web form and booking link answered, and booked.
- Receptionist · Gigi
- Online Booking
- New Patient Coordinator
- Referral Coordinator
Where your team steps in: Your team gets every call Gigi can’t finish, with the caller’s details.
See how it runsDepartment 02
Scheduling & Intake
Paperwork, confirmations and records, done before the patient arrives.
- Intake Coordinator
- Appointment Coordinator
- Requests Coordinator
- Medical Records Specialist
- Patient Financial Counselor
Where your team steps in: Changes and requests land in one email for your desk to confirm.
See how it runsDepartment 03
Insurance
Coverage checked and approvals filed before the visit.
- Insurance Verification Specialist
- Prior Authorization Specialist
Where your team steps in: Your staff approve each request before it goes to the payer.
See how it runsDepartment 04
Patient Care
The follow-through between visits: notes, labs, refills and next steps.
- Chart Prep Specialist
- Medical Scribe
- Lab Coordinator
- Refill Coordinator
- Care Coordinator
Where your team steps in: Intuo prepares the work. Your providers decide anything clinical.
See how it runsDepartment 05
Retention
Patients back on their own rhythm, and empty slots filled.
- Recall Coordinator
- Campaign Coordinator
- Win-back Coordinator
- Waitlist Coordinator
- No-show Coordinator
- Membership Coordinator
- Patient Experience Coordinator
Where your team steps in: You approve who gets invited back, and how many each week.
See how it runsDepartment 06
Practice Intelligence
Ad spend, new patients and money collected, finally in one place.
- Marketing Attribution Analyst
- Ask Intuo
- Revenue Analyst
- Demand Analyst
- Call Quality Reviewer
Where your team steps in: You decide what to act on. Every number links to the ad, the chart entry and the register line behind it.
See how it runsDon’t see the job you need?
Tell us the work that eats your team’s day. We’ll scope it with you and build it on the same rails.
see each one run
Every job, the way it actually runs. Timestamps included.
department 01
Front Door
Every call, text, web form and booking link answered, and booked.
Where your team steps in. Your team gets every call Gigi can’t finish, with the caller’s details.
Watch Gigi take a call
Web · Instagram · QR
Online Booking
A booking link that books straight into your EHR.
Your own booking page, website button, link-in-bio and QR code. Patients pick the service, provider and a real open time, answer intake questions, pay the deposit and land in your EHR. Started but didn’t finish? A few gentle texts bring them back.
Booked fromInstagram link-in-bio
VisitFri 2:30 PM
DepositPaid
Web + SMS
New Patient Coordinator
Turns inquiries into booked visits.
Picks up website forms and missed calls within a minute, qualifies them, and books them onto the right provider’s calendar.
New leadAmy R. (website)
Qualified
BookedMon 10am
Fax + EHR
Referral Coordinator
Referrals booked, not buried.
Reads each faxed referral, creates the patient, checks insurance, texts them to book and confirms back to the referring office.
Referral inDr. Lane (fax)
Patient created
BookedTue 9am
department 02
Scheduling & Intake
Paperwork, confirmations and records, done before the patient arrives.
Where your team steps in. Changes and requests land in one email for your desk to confirm.
Form + EHR
Intake Coordinator
Forms, insurance and history in the chart before the first visit.
Greets new patients, collects forms, verifies insurance, and lands the data in your EHR before the first visit.
Patient nameSarah Mitchell
InsuranceVerified
Intake formSent
SMS / Email
Appointment Coordinator
Reminders patients actually respond to.
Sends personal reminders before every visit and confirms attendance back to your scheduler.
Hi Sarah! Your appt with Dr. Chen is tomorrow at 2pm. Reply C to confirm.
C
Email
Requests Coordinator
One inbox for every request.
Cancel, reschedule, refill and message requests from calls and texts land in one email to your desk, with everything needed to act.
Requests today14
From calls9
Sent to desk14
Fax + EHR
Medical Records Specialist
Every fax filed to the right chart.
Reads incoming faxes, works out what each one is and who it’s about, files it to the right patient and answers records requests once staff approve.
Faxes today23
Filed to charts21
Needs a look2
Estimate
Patient Financial Counselor
Cost estimates, signed before the visit.
Builds the written good faith estimate self-pay patients are owed from your price list, sends it for signature and files the signed copy.
VisitLaser series, 3 sessions
Estimate$1,350
Signed
department 03
Insurance
Coverage checked and approvals filed before the visit.
Where your team steps in. Your staff approve each request before it goes to the payer.
Eligibility
Insurance Verification Specialist
Eligibility checks, before the visit.
Verifies coverage, benefits and copays for every scheduled patient, and re-checks recurring patients when plans change.
CoverageActive
Copay$30
Deductible met$850 / $1,200
Payer
Prior Authorization Specialist
Approvals filed, not forgotten.
Gathers the evidence from the chart, fills the insurer’s request and submits it once your staff approve, then tracks it to a decision.
TreatmentBiologic, new start
RequestSubmitted
StatusApproved
department 04
Patient Care
The follow-through between visits: notes, labs, refills and next steps.
Where your team steps in. Intuo prepares the work. Your providers decide anything clinical.
EHR
Chart Prep Specialist
Every patient, summarized before you walk in.
Reads intake responses, prior visit notes, active medications and recent labs, and delivers a structured brief to your care team before every appointment.
James R. · 10:30 AM with Dr. Patel
ReasonKnee pain follow-upMedsLisinopril · MetforminLast visitApr 2 · Hypertension reviewLabsHbA1c 6.8 · BP 128/82
Brief ready · 2 hrs before appointment
Visit note
Medical Scribe
The note is drafted before you leave the room.
With the patient’s permission, records the visit and drafts the note in your template for the provider to edit and sign.
VisitFollow-up, 18 min
Note drafted
Signed by provider
Labs
Lab Coordinator
Orders out, results in, nobody lost.
Sends the lab order, books the draw or ships a home kit, reminds until it’s done, and routes results to the provider by urgency.
OrderHormone panel
Draw bookedWed 8am
ResultsTo provider
Phone + SMS
Refill Coordinator
Refills off the front desk phone.
Takes refill requests by phone or text, checks them against your rules and routes each one to your team or the right pharmacy line.
RequestSemaglutide refill
Your ruleNurse team
Routed
EHR
Care Coordinator
“Come back in six weeks,” actually booked.
When a provider orders a follow-up or a test, makes sure it gets booked and done, and flags anything that stalls.
PlanFollow-up in 6 weeks
Patient texted
BookedNov 18
department 05
Retention
Patients back on their own rhythm, and empty slots filled.
Where your team steps in. You approve who gets invited back, and how many each week.
SMS
Recall Coordinator
Brings patients back on their own clock.
Finds patients past their own treatment rhythm, from Botox every 12 weeks to hormones on their measured cycle, and invites them back, only as many as your calendar can take.
Past their rhythm38 patients
Invited this week12
Booked7
Campaigns
Campaign Coordinator
The right patients, the right message, sized to your open calendar.
Build a campaign in five steps: the goal, the audience (behind their usual schedule, tried it once, 90 days quiet), the message, the send window and a final review with the cost shown up front. Waves are sized to the openings on your calendar, and replies land at your desk.
AudienceBehind their usual schedule
Wave60 patients · this week
You approved
Preview first
Win-back Coordinator
Patients who drifted away, invited back on their own.
Finds patients who have gone quiet longer than their own rhythm and sends each a personal note, a few a day under a cap you set. Run it in preview first and see exactly who would get which message before anything goes out.
Quiet past their rhythm24 patients
Daily cap5
ModePreview first
Calendar
Waitlist Coordinator
Cancellations filled in minutes.
When someone cancels late, offers the slot by text to waitlisted and due patients. The first to pay the deposit gets it.
Slot openedToday 3:00 PM
Waitlist texted
Filled11 min
Calendar
No-show Coordinator
Wins back missed appointments.
Reaches out to patients who missed their visit, offers new times from your calendar, and rebooks them when they pick one.
No-show detectedJames H.
Outreach sent
RebookedThu 3pm
Membership
Membership Coordinator
Members who use it, keep it.
Offers memberships to your regulars, and nudges members sitting on unused credit toward a visit before they start to feel it’s wasted.
MemberDana B.
Unused credit$240
Visit bookedSat 11am
Survey
Patient Experience Coordinator
Hear it first. Fix it fast.
Surveys patients after the visit, timed to the treatment, asks for a Google review, and alerts the owner to any unhappy answer.
Surveys sent42
Reviews asked
Owner alerts1
department 06
Practice Intelligence
Ad spend, new patients and money collected, finally in one place.
Where your team steps in. You decide what to act on. Every number links to the ad, the chart entry and the register line behind it.
Ads → chart → register
Marketing Attribution Analyst
Every ad dollar followed all the way to the register.
Connects what you spend on Google and Meta ads to the patients it booked in your EHR and what they paid at your POS. Not clicks, not leads: “You spent $500 on ads, which booked 3 patients, who spent $2,000 at checkout today.”
Today · from your ads
Ad spend$500 · Google + MetaPatients booked3 new · in your EHRPaid at checkout$2,000 · in your POS
Every line links to the ad, the chart and the sale
Ask anything
Ask Intuo
Ask your practice anything. Get the answer and the next step.
Lives on every page of your dashboard and answers in plain English from your calls, chart, register and ads: what needs you today, how this month compares, which ad brought the best patients, who to win back first. It suggests; nothing happens until you tap approve.
“Which ad brought the best patients this month?”
Google search · “botox near me”9 new · $3,860 collectedMeta · lip filler video4 new · $1,420 collectedNext stepShift $200 to search
Every answer links to where it came from
Register
Revenue Analyst
Credit only for results that are real.
Tracks every patient and visit Intuo brought in, matched to what was actually paid at the register. A visit nobody has priced yet shows as pending, never as zero.
New patients3
Visits completed5
Paid at registerMatched
Visit history
Demand Analyst
Who’s drifting away, before they’re gone.
Learns each service’s real return rhythm from your own visit history and shows which patients are past theirs. No benchmarks and no guesses: only your practice’s own visits.
Tox return rhythmAbout 12 weeks
Past their rhythm38 patients
Handed to Recall
Every call
Call Quality Reviewer
Every call reviewed, every day.
Reads every call the next morning for missed bookings, wrong answers and unhappy callers, and sends back what to fix.
Calls reviewed41
Fixes suggested2
Unhappy callers0
you stay in charge
Your team decides. Intuo does the work.
Nothing sends without your say.Approvals, previews and an audit log of every action, in one dashboard. See it →
Your team approves what mattersAnything clinical, anything sent to a payer, every refill: a person on your team says yes first, in one tap.
One switch per jobStart with one job. Add the next when the first has earned it. Switch any of them off, any time.
Everything lands in your chartNo side system to check. Bookings, forms, notes and results are written where your team already works.
Every number shows its sourceReports link back to the call, the chart entry or the register line behind them.
HIPAA compliant. A BAA with every clinic.
We sign a business associate agreement with every clinic before anything touches your chart. Texting is carrier-registered, and opt-outs are honored everywhere.
your booking page
No online booking yet? You have one now.
Most clinics we meet can only be booked by phone. Intuo gives yours a booking page in your colors, with your services and your providers, that books straight into your calendar or your EHR. The deposit lands in your POS and the intake comes back signed, before anyone at your desk lifts a finger.
- Your websiteA Book button or the whole flow embedded on your site.
- Instagram and FacebookThe link in your bio and on every post that sells a treatment.
- Google BusinessThe Book button on your Google listing, where most new patients find you.
- At the deskA QR code at checkout, so the next visit is booked before they leave.
- Texts and campaignsEvery recall and win-back message carries the same link.
Built and styled at setup. Already have online booking? We connect to it instead.
Lumen AestheticsBook online
What would you like to book?
Tap through it: this is what your patients see.
how we work
How Intuo goes to work in your clinic.
One job at a time, starting with the one that costs you most. As more jobs come on, routine work moves off your team’s plate and they handle the exceptions.
- 01
Map the work
We look at your processes, systems, call patterns and admin bottlenecks to find where automation makes a measurable difference.
Walk us through a normal day. - 02
Design the workflow
We define the tasks, rules, system access, approvals and escalation paths for the first workflow.
Approve the rules. - 03
Build and validate
We configure it, test how it behaves, verify the integrations it needs and get your team ready for launch.
Try it before it goes live. - 04
Measure and expand
We track the outcomes we agreed on, improve the workflow, and pick the next one once the first runs reliably.
Pick what’s next.
start with one job
48 hours, free.
Gigi plus one job from this page, live in your clinic and your chart. Watch it get finished before you decide anything.