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AI for the practice that never stops ringing.
The front desk is overwhelmed. The phones don't stop. Insurance auths pile up. GearHead picks up calls, books appointments, runs intake, preps authorizations, and lets your team focus on the patients in the chair.
Why GearHead for Medical & Dental Offices
Three things every medical or dental practice needs from AI. Built with practice managers who've lived it.
Phones answered, always
AI phone agent picks up when the front desk can't. Books appointments directly into your scheduling system, answers common questions (hours, location, insurance accepted), takes detailed messages for clinical questions, and escalates emergencies to staff in real time.
Insurance auth prep, done overnight
Each morning, GearHead reviews tomorrow's schedule, flags appointments needing prior authorization, drafts the auth-request faxes/portals, and queues them for your front-desk to review and send. What used to take an hour takes ten minutes.
Compliance-aware everywhere
Built with the Medical Office Practice playbook plus Primary Care Behavioral Health, Medication Management, and care-team specific knowledge. Permission-aware so admin sees admin info, clinical sees clinical, and PHI is properly scoped. Designed for the realities of medical compliance.
What GearHead actually does for you.
A representative day for a 6-provider medical practice with GearHead deployed for the front desk and back office.
Auth prep ready
Overnight routine has reviewed today's schedule, flagged 4 appointments needing prior authorizations, and drafted the requests. Front desk reviews and submits before patients start arriving.
Phones in motion
Phone agent has already handled 7 calls — booked 3 appointments, answered 2 questions about insurance, and escalated 2 clinical questions to the nurse line with full context.
Patient intake
New patient arrives. Intake forms are already partially completed (GearHead pre-populated from the appointment booking call). Provider walks in fully briefed.
Office manager queries
Practice manager asks GearHead which providers are running behind, what the no-show rate looks like this week, and which insurance carriers are slowest paying. Answers in seconds, not hours of spreadsheet work.
Patient callback
Patient calls about a test result from last month. Phone agent looks up the patient, pulls the visit history, and routes to the right clinical team member with full context. No "what was this regarding?" interrogation.
End-of-day reconcile
A routine pulls today's charges, flags missing documentation, and queues tomorrow's schedule with auth status visible. Front desk closes out cleanly at 5.
Most valuable features for your industry
The features that move the needle for medical and dental practices.
AI Phone Agent
Books appointments, answers common questions, takes detailed messages, escalates emergencies.
Routines
Auth prep, schedule reviews, end-of-day reconciles — all automated overnight.
Top-Tier Security
AES-256, role-based access for clinical vs admin, audit trails on every memory.
Practice Memory
Patient history accessible to authorized staff. Permission-scoped from day one.
Meeting Notes
Staff meetings, case conferences — transcribed and summarized.
Document Review
Provider contracts, insurance agreements, vendor terms — reviewed against industry standards.
Meet Kathy
The veteran practice manager who never lets anything fall through the cracks.
Kathy was built for office management — medical, dental, professional services. Calm, organized, never blunt with patients, and detail-oriented to a fault. When clinical questions come up, you can switch to Nicole for care-side empathy, or Byron for compliance/legal context. Three personas, one platform, one shared memory.
See GearHead working in a real practice.
Book a walkthrough — we'll show GearHead handling phones, auths, and scheduling for a practice like yours.