Specialty practices lose hours and revenue to faxes, calls, auths, and denials nobody has time for. Ohtari does that work end to end, inside your existing systems, and stays accountable for the result.
Ohtari runs across the operational functions that make specialty care possible, the work that used to sit in a queue, on hold, or buried in someone’s head.
A private orthopedic practice was staffing its front desk to keep up with inbound calls, scheduling, and intake, and still missing after-hours callers.
Ohtari's Receptionist took over inbound calls, scheduling, and intake, answering every call live and booking directly in the PM.
Claims and authorizations were going out with the same fixable errors, missing records and stale payer criteria, and bouncing back as denials.
We backtested the First-Pass Approval Engine against their historical submissions, checking each against current payer criteria to surface the gaps it would have flagged before anything went out the door.
Orthopedic practices want to capture and market patient-reported outcomes, especially for regenerative medicine, but consistent collection in the clinic is hard.
We installed capture devices in the clinic rooms and paired them with voice and text agents to collect outcomes and monitor each patient's insurance daily, from pre-op through surgery. The registry doubles as a workers' comp data room, using real outcomes to prove results to payers and referrers.
Ohtari is an authorized AAOS registry vendor. We're approved by the American Academy of Orthopaedic Surgeons to help orthopedic practices submit data to AAOS registries, including Patient-Reported Outcome Measures (PROMs).
We didn't buy a tool. We got a partner that finally brought all our patient outcomes together in one place.
These are complex workflows we run end to end for specialty practices like yours, with each one living somewhere along the patient journey, from the first fax or after-hours call, through scheduling, authorization, and the procedure, to the outcomes that follow. Every one runs in the background, while your team focuses on care.
Coordinators spent 3–8 minutes per fax and the pile never emptied, so 15–25% of referrals never got scheduled at all.
Cut fax triage from 8 minutes to 90 seconds, and the intake coordinator stopped letting a quarter of referrals fall through.
Calls hit hold queues or voicemail. After-hours callers gave up, and the front desk drowned in routine asks.
Answered 87 calls live, 19 of them after hours, and the front desk stopped clearing a voicemail pile every morning.
A late cancellation left an empty slot. By the time staff worked the waitlist by phone, the day was over and the chair sat empty.
Dropped empty day-of slots from 5 to 1, and the scheduler stopped cold-calling the waitlist between patients.
Procedures got scheduled before auth cleared, and PAs bounced for missing criteria while surgery dates slipped.
Cut Aetna joint auth turnaround from 9 days to 5, and the OR scheduler stopped rebooking surgeries around pending approvals.
Claims and auths bounced for the same fixable reasons, like missing PT records or stale criteria, and nobody caught the pattern until the revenue had already walked.
Lifted spine PA approval from 71% to 87%, and the billing lead stopped reworking the same denial every week.
PROMs got collected sporadically on paper forms with no follow-through, so practices had no reliable outcomes data for value-based contracts or referrer proof.
Raised PROM collection from 31% to 78%, and the practice stopped scrambling for outcomes data before payer reviews.
We're accountable for the outcome, not the dashboard.
Every other tool hands your staff a login. Ohtari does the work.
Most specialty practices aren’t losing money because they’re sloppy. They’re losing it because prior auth rules are fragmented, recall happens by accident, and the knowledge of how to get paid lives in one person’s head, the unicorn who knows United’s latest MRI criteria, what Aetna wants for shoulder scopes, and which modifier combos pass on the first try.
When that person is out, approvals drop and denials spike. Adding another SaaS dashboard doesn’t fix this. Encoding their brain into a system that runs 24/7 against your claims, calls, and patient records does.
That’s what Ohtari is. Agents trained on your own data, embedded in your EHR, PM, and phone system, so the work happens whether your unicorn is at the desk or not.
Each agent is fine-tuned on your remits and payers, deployed inside the systems your team already runs, and accountable for an outcome, not a dashboard. These are the ones working real shifts in real practices today.
Answers every inbound call live, books and reschedules inside your PM, and surfaces only what the front desk actually needs to handle. Lives in your phone system, not a parallel one.
Learns payer-specific denial patterns from your own remits, flags what’s likely to bounce before submission, assembles the clinical packet, files appeals, and writes back the disposition.
Identifies patients overdue for follow-ups, post-op visits, and recommended procedures. Texts, calls, and books, then writes back into the PM so nothing falls between the cracks.
Reads inbound referrals, faxes, and outside imaging. Routes to the right surgeon, flags missing documentation, and pre-stages the chart so the first visit isn’t wasted on a data hunt.
Ohtari runs inside the systems your team already uses. No migration, no new system to log into, no double entry. We read and write directly into your EHR, practice management, payer portals, and phone system.
Book a Call →Four steps take you from the first conversation to agents doing real work inside your practice, tuned to your remits and wired into the systems your team already uses.
A forward-deployed engineer shadows your billing, MA, and front-desk teams to map how prior auth, recall, intake, and scheduling actually move through your practice, surfacing the gaps that quietly cost you revenue.
You walk away with a denial taxonomy by payer, a dollarized recovery estimate, and the agents that would pay for themselves first.
Talk to us about an audit →We design and build the agent system that runs the workflow, tuned to your remits, payers, and specialty's coding patterns, and wired into the EHR, PM, and phone system your team already uses.
You stay in the loop the whole time. The agent is trained on your operation, not a generic template.
See an example build →By week six the agents are doing real work, calling payers, queuing appeals, booking recalls, posting denials, with a HIPAA-grade audit trail on every action. No migration, and your staff stays in the loop on anything that needs a human decision.
See it in production →Every overturned denial, every payer response, every patient interaction sharpens the system. By month three it's catching denial patterns your billers haven't seen yet. By month six it's writing appeals in your medical director's voice.
Book a Call →Security and oversight aren't a feature you turn on. They're how every agent operates by default.
An audit trail on every agent action, attributable and reversible.
Signed with every infrastructure provider we run on.
Configurable approval gates on high-stakes steps like appeals and refunds.
If yours isn't here, ask it on the call. We won't pretend to know answers we don't.
Book 20 minutes. We'll take one of your toughest workflows, show it running end to end inside your own EHR, and answer whatever your team wants to throw at us.
Book a Call →