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Run your clinic ops. From a chat.
Cole is the AI coworker for the operations side of independent clinics, multi-site practices, and dental + vision groups. Front-desk callback chase, scheduling reminders, vendor + payer follow-up, internal staff comms - across WhatsApp, Slack, email, and SMS. Scoped to non-PHI clinic ops today; HIPAA BAA is on the Enterprise roadmap.
Cole - Pocodot
online
Cole, vendor said the lab analyzer repair is on hold - chase them and fill 2pm and 3pm slots from the waitlist.
10:02 AM
On it. Emailed LabCorp Service for an updated repair ETA. Texting 3 waitlist patients for the 2pm + 3pm openings - reminder by appointment only, no clinical details.
10:02 AM
Aetna rep called back about the prior-auth on Mrs. P - log that auth came through, ref #A-44218.
1:47 PM
Logged to the admin channel. Note: Auth approved - ref A-44218. Queued a heads-up DM to the front desk; clinical write-up stays in your EHR.
1:48 PM
Sound familiar?
Teams in this space fight these every day. Cole was built to take them off your plate.
Front desk drowning in callbacks
Voicemails about scheduling, refill requests, and copay questions pile up - by 3pm the queue is half a day behind.
No-shows and unfilled slots
Cancellations come in by text and never get backfilled. Open chairs cost revenue every day.
Vendor + payer follow-ups stall
Prior-auth chase, supply reorders, equipment repairs, lab portal nags - one person, a thousand threads, half of them dropped.
Staff coordination across shifts
Shift swaps, on-call rotations, and ops broadcasts get lost between text threads, sticky notes, and the group chat nobody reads.
What Cole does for your team
Six superpowers, one chat thread.
Recall + waitlist outreach
Cole sends appointment reminders by name + slot (no PHI), texts the waitlist when a cancellation hits, and surfaces the patients most likely to confirm. Reads your appointment calendar - does not write into your EHR.
Front-desk callback chase
Forwarded voicemails get a friendly text-back from the practice with a scheduling link or a routed handoff to the right team member. Symptom questions are always escalated to clinical staff - Cole never gives medical advice.
Vendor + supply follow-up
Cole chases supply reorders, repair tickets, lab portal updates, and equipment leases. Drafts the email, sends the nudge, logs the response back to your admin channel.
Payer auth + benefits-verif chase
Cole nudges payer reps for outstanding auths and benefit checks, logs hold times and outcomes, and flags accounts that need a manager call - all without storing patient clinical data.
Staff comms hub
Shift swaps, on-call rotations, ops broadcasts, training nudges - one Cole channel, every team member, every site. Acknowledgements tracked.
New-patient inquiry triage
Web form + inbound call inquiries get a friendly holding reply, get triaged by appointment type, and land with the right intake coordinator. Cole never collects clinical history.
How it works
Add Cole to your admin channel
Invite Cole to your front-desk Slack, Teams, or WhatsApp group. Forward your first vendor email or voicemail. He goes to work.
Connect your inbox and calendar
Admin staff connect Google Workspace or Microsoft 365. Cole watches inbound mail and the appointment calendar (read-only). Your EHR stays the system of record - Cole does not read or write PHI.
Delegate non-clinical ops from chat
Tell Cole to chase a payer, draft a vendor follow-up, fill the waitlist, or build a Monday-morning ops standup. Just ask in plain English from anywhere.
Built for the work you actually do
3x
faster front-desk callback turnaround
vs. manual queue triage
10 hrs
reclaimed per admin / week
vendor chase + comms drafting
< 60 sec
to draft most patient + vendor comms
ready to review and send
Non-PHI scope
no clinical data stored today
HIPAA BAA on the Enterprise roadmap
What does this save your team?
Defaults to a 4-person team at $35/hr fully-loaded cost. Slide to match your shop.
ROI calculator
- 10 hours saved per agent/week
- 73% less manual task routing
- 40% faster turnaround
- 24/7 availability - no sick days
- Zero hiring costs, benefits, or downtime
Based on Pocodot customer data + h/person/week reclaimed on client comms, call notes, and follow-up chase. Your mileage will vary by team mix.
What we will tell you about our security posture
Workspace-isolated data with row-level tenancy checks on every query. Encrypted at rest and in transit. Our SOC 2 audit is in progress and we publish status candidly - we will not claim a certification we have not earned. Enterprise identity federation is on the roadmap, not shipped. No protected-health-information coverage today, so we are not the right fit for benefits work that requires it.
Related reading
Deep dives, comparisons, and how-to guides for your industry.
Questions teams ask us
Ready to take the busywork off your team?
A 20-minute demo on a real workflow in your shop. No slide deck.