# AI-Optimized Practice

> Free, regularly updated directory of AI tools and agents for solo and small healthcare practices, organized by administrative job. Admin/ops only; not clinical advice. Updated 2026-10-14. Machine-readable data: https://aioptimizedpractice.com/tools.json

## Phones & Scheduling
Answer every call, book and reschedule appointments, and send reminders without adding front-desk staff.
Guide: https://aioptimizedpractice.com/guides/phones/
- [DeskMD](https://aioptimizedpractice.com/tools/deskmd/): AI virtual receptionist that answers calls, identifies the requested provider, captures structured intake and sends a record to your inbox. Does not write to the EHR. Pricing: $299/provider/mo Standard, $449 Pro; 14-day free trial (vendor site). BAA: Yes – signed BAA on every account (vendor site).
- [Phone Stack](https://aioptimizedpractice.com/tools/phone-stack/): AI receptionist that answers calls, schedules and reschedules, routes urgent calls to on-call staff and captures intake. Pricing: Growth $199/mo (1,000 min), Scale $399/mo; plans from $69/mo (vendor site). BAA: Yes – on Scale and Enterprise plans only (vendor site).
- [Retell AI](https://aioptimizedpractice.com/tools/retell-ai/): Build-your-own voice agent platform with a medical answering template; connects to your schedule and knowledge base. Pricing: Usage-based, $0.07–$0.31/min; $10 free credits (vendor site). BAA: Yes – self-service BAA portal (vendor site).
- [Central](https://aioptimizedpractice.com/tools/central/): AI receptionist that answers calls and books on Cal.com, Calendly or Google Calendar. Pricing: Reported $89/mo for 90 calls; 10-day trial (third-party review). BAA: Reported yes – BAAs executed with customers handling PHI (third-party review).
- [Assort Health](https://aioptimizedpractice.com/tools/assort-health/): Voice AI for specialty and multi-location groups that writes bookings into EHRs such as athenahealth, eClinicalWorks, ModMed and NextGen. Pricing: Quote only. BAA: Reported yes – signed BAA with every client (third-party review).
- [Talkie.ai](https://aioptimizedpractice.com/tools/talkie-ai/): Voice AI for patient calls, integrated with athenahealth, ModMed and Elation. Pricing: Quote only. BAA: Reported yes (third-party review).
- [RingCentral AI Receptionist](https://aioptimizedpractice.com/tools/ringcentral-ai-receptionist/): AI receptionist add-on for practices already on RingCentral phones; books appointments and syncs to CRM. Pricing: Reported from $39/license incl. 100 minutes (third-party review). BAA: Requested per account – confirm before use (third-party review).
- [Smith.ai](https://aioptimizedpractice.com/tools/smith-ai/): AI and human-backed answering service with a healthcare offering. Pricing: See vendor site. BAA: unverified.
- [Weave](https://aioptimizedpractice.com/tools/weave/): All-in-one VoIP phones, texting, reminders, payments and reviews; strongest in dental and optometry. Pricing: Reported from $199/mo (third-party review; see vendor pricing page). BAA: unverified.
- [NexHealth](https://aioptimizedpractice.com/tools/nexhealth/): Online booking, reminders and patient messaging with real-time EHR/PMS sync. Pricing: Quote only. BAA: unverified.
- [Luma Health](https://aioptimizedpractice.com/tools/luma-health/): Patient engagement platform with scheduling, waitlists and AI; better suited to multi-location groups. Pricing: Quote only. BAA: unverified.
- [Medman (Agentman)](https://aioptimizedpractice.com/tools/medman-agentman/): AI agents for eligibility checks, prior auths, inbox triage and phones, billed per task. Pricing: Voice $10/hour of call time; eligibility $0.50/check (vendor site). BAA: unverified.

## Patient Intake
Digital forms, consents, eligibility checks and secure messaging before the first visit.
Guide: https://aioptimizedpractice.com/guides/intake/
- [IntakeQ](https://aioptimizedpractice.com/tools/intakeq/): HIPAA intake forms, e-signatures, form reminders and document sharing. Upgrade to PracticeQ for scheduling and billing. Pricing: $29.90/mo (10 submissions), $54.90/mo Forms Only, $84.90/mo Practice Management (vendor site). BAA: Yes – HIPAA BAA included on plans (vendor site).
- [Jotform (HIPAA)](https://aioptimizedpractice.com/tools/jotform-hipaa/): General form builder with HIPAA features on Gold and Enterprise plans. Pricing: Gold reported $129/mo or $99/mo billed annually. BAA: Yes – on Gold or Enterprise after enabling HIPAA (vendor FAQ).
- [Phreesia](https://aioptimizedpractice.com/tools/phreesia/): Patient intake platform with forms, consents and EHR write-back. Pricing: Custom quote; vendor advertises free Intake access through May 31, 2027 (vendor site). BAA: unverified.
- [Klara](https://aioptimizedpractice.com/tools/klara/): HIPAA-oriented two-way patient messaging and triage, with scheduling and reminders. Pricing: Quote only. BAA: unverified.
- [Spruce Health](https://aioptimizedpractice.com/tools/spruce-health/): HIPAA-grade phone, text, secure messaging and fax for small practices. Pricing: $24/user/mo Basic, $49/user/mo Communicator; 14-day trial (vendor site). BAA: unverified.
- [Medman eligibility agent](https://aioptimizedpractice.com/tools/medman-eligibility-agent/): AI agent that runs insurance eligibility checks before visits. Pricing: $0.50/check pay-per-use (vendor site). BAA: unverified.
- [Availity Essentials](https://aioptimizedpractice.com/tools/availity-essentials/): Multi-payer portal for eligibility and medical authorizations. Pricing: Essentials free to providers; Essentials Pro quoted (third-party review). BAA: unverified.

## Documentation & AI Scribes
Ambient scribes and note assistants that draft documentation for clinician review.
Guide: https://aioptimizedpractice.com/guides/documentation/
- [Freed](https://aioptimizedpractice.com/tools/freed/): Ambient AI scribe for solo and small practices, with browser EHR push. Pricing: Starter $39/mo (40 notes), Core $79/mo, Premier $119/mo or $104 annually; 7-day trial. BAA: Yes – reported on paid plans; org-wide BAA on Groups plan (third-party reviews).
- [Heidi Health](https://aioptimizedpractice.com/tools/heidi-health/): AI scribe with a free tier and multilingual support. Pricing: Free plan; Clinician $150/mo or $110/mo annually. BAA: Reported only on the Practice tier (~$180/user/mo) – not on Free or Clinician (third-party review).
- [Nabla](https://aioptimizedpractice.com/tools/nabla/): Ambient AI scribe with broad EHR integrations. Pricing: Sales-led; reported from $119/provider/mo. BAA: Reported on paid plans only – not the free tier (third-party reviews).
- [Twofold Health](https://aioptimizedpractice.com/tools/twofold-health/): AI scribe popular with therapists and psychiatric providers. Pricing: Free plan; Personal $69/mo or $49/mo annually. BAA: Yes – 'BAA on every plan' per vendor pricing page (as reported).
- [Upheal](https://aioptimizedpractice.com/tools/upheal/): AI therapy notes plus an EHR for scheduling and billing. Pricing: Free basic notes; $39/mo unlimited AI Notes (third-party review). BAA: Reported yes (third-party review).
- [Mentalyc](https://aioptimizedpractice.com/tools/mentalyc/): AI documentation for mental health clinicians. Pricing: Reported $14.99–$99.99/mo billed annually, note-capped. BAA: Reported yes (third-party review).
- [Blueprint](https://aioptimizedpractice.com/tools/blueprint/): AI therapy notes, priced per session. Pricing: Reported $0.99/session with your EHR, $1.49/session all-in-one. BAA: Reported yes – automatic (third-party review).
- [SimplePractice Note Taker](https://aioptimizedpractice.com/tools/simplepractice-note-taker/): AI note-taker add-on inside the SimplePractice EHR. Pricing: $35/clinician/mo add-on after 30-day trial; EHR plans from $49/mo (vendor site). BAA: unverified.
- [VoiceboxMD](https://aioptimizedpractice.com/tools/voiceboxmd/): Ambient scribe with no note cap; higher tiers add billing codes. Pricing: $49, $79 or $99/provider/mo (vendor site). BAA: unverified.
- [Sunoh.ai](https://aioptimizedpractice.com/tools/sunoh-ai/): Ambient AI scribe. Pricing: From $149/mo 'for a limited time' (as reported). BAA: Reported included (third-party review).
- [Abridge](https://aioptimizedpractice.com/tools/abridge/): Enterprise ambient documentation with deep Epic integration. Pricing: Not published; sales contact. BAA: Via enterprise contract (third-party review).
- [Suki](https://aioptimizedpractice.com/tools/suki/): AI assistant for notes and voice commands, integrated with major EHRs. Pricing: Not published; sales contact. BAA: Via contract (third-party review).
- [Microsoft Dragon Copilot](https://aioptimizedpractice.com/tools/microsoft-dragon-copilot/): Ambient documentation and dictation from Microsoft. Pricing: Per-user price not published; pay-as-you-go $0.25/session reported. BAA: Via Microsoft (third-party review).
- [Doximity Scribe](https://aioptimizedpractice.com/tools/doximity-scribe/): Free AI scribe and assistant tools for verified U.S. clinicians. Pricing: Free for verified clinicians. BAA: Reported yes (verify in Doximity's FAQ).

## Billing & Prior Auths
Prior authorizations, claims, denials and appeals – the paperwork that delays payment.
Guide: https://aioptimizedpractice.com/guides/billing/
- [CoverMyMeds](https://aioptimizedpractice.com/tools/covermymeds/): Electronic prior authorization for prescriptions. Pricing: Free to providers (funded by plans/PBMs). BAA: unverified.
- [EasyPA](https://aioptimizedpractice.com/tools/easypa/): AI prior authorization tracking, approval predictions and appeals. Pricing: UM Helper $50/user/mo; Pro $250/clinic/mo (vendor site). BAA: On request (vendor site).
- [Medman prior auth agent](https://aioptimizedpractice.com/tools/medman-prior-auth-agent/): AI agent that drafts prior authorization requests. Pricing: $10–$25 per request (vendor site). BAA: unverified.
- [Chalya](https://aioptimizedpractice.com/tools/chalya/): AI back-office agents for billing, denials and prior auth at independent practices. Pricing: Solo $999/mo (1–2 providers); $1,999/mo (3–8) (vendor site). BAA: unverified.
- [Myndshft](https://aioptimizedpractice.com/tools/myndshft/): Prior authorization automation for specialty and procedural care. Pricing: Not published. BAA: unverified.
- [Waystar](https://aioptimizedpractice.com/tools/waystar/): Revenue cycle platform with Auth Accelerate for prior auth. Pricing: Bundled; sales contact. BAA: unverified.
- [Pabau](https://aioptimizedpractice.com/tools/pabau/): Practice management and billing that tracks authorizations on appointments and claims. Pricing: From $62/mo, one user (vendor blog). BAA: unverified.

## Inbox & Email
HIPAA-eligible AI assistants and encrypted email for drafting, summarizing and triaging admin messages.
Guide: https://aioptimizedpractice.com/guides/inbox/
- [Paubox](https://aioptimizedpractice.com/tools/paubox/): Encrypts outbound email automatically from Google Workspace or Microsoft 365. Pricing: See vendor site. BAA: Yes – vendor signs BAAs (vendor site).
- [Google Workspace + Gemini](https://aioptimizedpractice.com/tools/google-workspace-gemini/): Gmail, Docs and Drive with Gemini AI built in. Pricing: See vendor site. BAA: Yes on eligible Workspace plans when signed; consumer Gemini not covered (third-party matrix).
- [Microsoft 365 Copilot](https://aioptimizedpractice.com/tools/microsoft-365-copilot/): Copilot in Outlook, Word and Teams. Pricing: See vendor site. BAA: Yes – Microsoft BAA via DPA for in-scope services (Microsoft Learn).
- [ChatGPT for Healthcare / Enterprise](https://aioptimizedpractice.com/tools/chatgpt-for-healthcare-enterprise/): OpenAI's HIPAA-eligible ChatGPT workspaces for drafting and admin tasks. Pricing: Sales contact. BAA: Yes – only on listed eligible products; not Free/Plus/Business (OpenAI Help Center).
- [BastionGPT](https://aioptimizedpractice.com/tools/bastiongpt/): HIPAA-focused AI chat with access to several leading models. Pricing: Reported $20–$75/user/mo; 7-day trial. BAA: Yes – signed BAA (vendor site).
- [CompliantChatGPT](https://aioptimizedpractice.com/tools/compliantchatgpt/): HIPAA-oriented AI chat assistant. Pricing: Paid plans; see vendor site. BAA: Reported on paid plans (third-party).
- [Medman inbox triage](https://aioptimizedpractice.com/tools/medman-inbox-triage/): AI agent that triages the practice inbox. Pricing: From $225/provider/mo (vendor site). BAA: unverified.
- [Claude Enterprise (Anthropic)](https://aioptimizedpractice.com/tools/claude-enterprise-anthropic/): AI assistant for drafting and summarizing admin documents. Pricing: Sales contact. BAA: Only on Enterprise or eligible API; not Free/Pro/Max/Team (third-party).

## Marketing
Listings, reviews, websites and newsletters that bring in new patients – public info only.
Guide: https://aioptimizedpractice.com/guides/marketing/
- [Google Business Profile](https://aioptimizedpractice.com/tools/google-business-profile/): Free local listing that appears in Google Search and Maps. Pricing: Free. BAA: N/A – public info only, never PHI.
- [Google Search Console](https://aioptimizedpractice.com/tools/google-search-console/): Free tool for monitoring how your practice website performs in Google Search. Pricing: Free. BAA: N/A – no PHI.
- [Psychology Today Directory](https://aioptimizedpractice.com/tools/psychology-today-directory/): Directory listing for mental health providers. Pricing: See vendor site. BAA: N/A – public info only.
- [Birdeye](https://aioptimizedpractice.com/tools/birdeye/): Review and reputation management. Pricing: Custom quote; reported from $299/location/mo. BAA: unverified.
- [Podium](https://aioptimizedpractice.com/tools/podium/): Review requests and customer messaging. Pricing: No public price. BAA: unverified.
- [Canva](https://aioptimizedpractice.com/tools/canva/): Design tool with AI features for social posts, flyers and handouts. Pricing: See vendor site. BAA: unverified – use for non-PHI content only.
- [beehiiv](https://aioptimizedpractice.com/tools/beehiiv/): Newsletter platform for your practice's opt-in newsletter. Pricing: See vendor site. BAA: unverified – use for non-PHI content only.