Implementation & Onboarding

From kickoff to live workflows

Exact timing depends on interfaces and scope, but most organizations follow a phased rollout — starting with a focused pilot and expanding to more locations, workflows, and virtual assistants.

1

Discovery & workflow selection
Typical: 1–2 working sessions
We start by grounding in your current-state: schedules, call volumes, no-shows, backlog, and existing Intergy interfaces. From there we select 1–3 high-impact workflows for the initial rollout (for example, recalls, no-show recovery, balance outreach, or inbound queues).

Output: documented use cases, success metrics, participating locations/providers, and a shared view of “what good looks like” for the pilot.
2

Technical integration & data flows
Typical: depends on interface readiness
For Intergy-centered organizations, MediChatApp connects via approved APIs and/or HL7 interfaces to receive schedules, encounters, balances, and other relevant data. We align with your IT and EHR teams on connectivity, security, and test vs. production environments.

Output: verified data flows feeding the selected workflows, with logging and test patients confirmed.
3

Workflow configuration & templates
Typical: 1–3 weeks depending on complexity
We configure task queues, messaging templates, check-in flows, and routing rules aligned with your operational model. For virtual assistant programs, we also configure VA queues, scripts, and supervisor review processes.

Output: sandbox-ready workflows your team can click through before anything touches patients.
4

Training, pilots & ramp
Typical: 2–6 weeks depending on pilot scope
We train your staff and/or MediChatApp virtual assistants on the new workflows. Pilots usually start with a subset of locations or providers, with tight feedback loops to adjust templates, routing, and queue rules as real-world usage begins.

Output: live pilot with usage metrics and early outcome signals (e.g., no-show reduction, calls handled, balances touched).
5

Scale-up & continuous improvement
Ongoing
Once the pilot is stable, we expand workflows to more locations, specialties, or VA seats. A regular cadence with your leadership team reviews volumes, outcomes, and bottlenecks so we can keep tuning and stack new use cases on top.

Output: a repeatable playbook for rolling MediChatApp out to new providers, service lines, and regions over time.

Stakeholders typically involved

Access and operations leadership for ambulatory practices.
Practice administrators and service line leads.
IT / EHR teams managing Greenway Intergy and interfaces.
Billing / revenue cycle leadership for revenue automation projects.
Compliance and security teams for HIPAA, BAAs, and risk review.

Rollout options

Anchor group first: start with one high-volume practice, then expand across the network.
Service line first: start with OB/GYN, pediatrics, radiology, or another focused cohort.
Workflow first: start with one workflow (e.g., recalls) across multiple locations.

Implementation models that fit how you operate

Whether your staff runs the queues or you lean on MediChatApp virtual assistants, the same platform and governance model apply — with clear lines of responsibility.

Platform-only implementation

Your internal team uses MediChatApp to manage messaging, check-in, outreach, and access queues, with training and support from our team.

Best for organizations with internal call centers or robust front desk teams.
We handle configuration, training, and ongoing optimization.
Your staff remains the primary workforce in the queues.

Platform + MediChatApp virtual assistants

MediChatApp virtual assistants and supervisors work inside the same task queues, under a formal, HIPAA-aligned staffing model with VPN, MFA, and full audit trails.

Best for organizations that need additional staffing capacity or extended coverage.
MediChatApp manages recruiting, training, supervision, and QA of VAs.
You retain governance and visibility into volumes, performance, and outcomes.

Minimizing risk while changing how work gets done

Rolling out new access, messaging, or VA programs always introduces change. Our implementation approach focuses on measured, auditable steps rather than abrupt flips.

Pilots by design: we start with limited scope and clearly defined guardrails.
Clear owner for each workflow: frontline leaders know what is changing and why.
Audit and logs: every action taken by staff and VAs is attributable and traceable.
Co-authored scripts and templates: you sign off on patient-facing language.
Metrics before and after: we agree on baselines and outcome targets up front.

The result: your teams see better coverage and less chaos, while leadership sees measured impact on access, experience, and revenue.

Examples of measurable outcomes

Reduction in no-show rates for selected providers or clinics.
Increased completion of recall and reactivation campaigns.
Higher percentage of balances with outreach attempts or payment plans.
Shorter response times to patient messages and requests.

Security & compliance alignment

Implementation includes review of MediChatApp legal & compliance documentation, BAAs, data flows, and access controls so your security and compliance teams are engaged from the start — not after go-live.