Prior authorisation
Forty a week, still by fax.
One queue, with an owner.
Forty requests a week per physician, and two in five practices employ someone who does nothing else. Hylexa submits from the prescription and keeps open cases in one queue.
One record.
Not one copy per practice.
Every practice a patient visits opens a new chart and rebuilds their history from memory. Hylexa replaces the copies with one record: your front desk scans into it, the patient completes it at home, and your clinicians can see where every value came from.
Coded records, AI-assisted notes, certified prescribing. Ninety-day pilot for one month’s fee, credited back if you stay.
Interface shown for illustration. Every field carries where it came from, so staff confirm rather than type.
Prior authorisation
13 hrs a weekAMA SURVEYThirteen of a forty-hour week
13 h on prior authorisation40 h
Practices employing someone exclusively for it40%
Physicians saying it contributes to burnout94%
Roughly forty requests a week, and fax is still the usual way they go out.
Hylexa submits from the prescription, carries the payer's question set, and keeps every open case in one queue with an owner, so the thirteen hours have somewhere to go.
39\u201340 requests per physician per weekTop five administrative burden, MGMA 2026
AMA annual survey of 1,000 physicians · MGMA 2026 regulatory burden report. Published industry figures, not Hylexa results.
Missed appointments
$150k a yearNO-SHOW COST ANALYSESReminders alone are not the fix
Reminders alonesingle digits
Reminders plus pre-visit digital intake25\u201340%
Typical outpatient no-show rate5\u201318%
0%reduction in no-shows \u2192100%
A patient who has already spent ten minutes on forms is more likely to turn up.
That is the whole mechanism, and it needs both halves in the same system. Hylexa sends the reminder and carries the intake the patient finishes at home before the appointment.
~$200 per missed appointment$150k a year, typical independent practice
Published no-show cost analyses and intake studies. Industry averages, not Hylexa results.
Front desk staffing
47% hardestMGMA POLLINGHardest role to recruit, by a distance
Medical assistants47%
Nurses~3× lower
Practices hiring multiple admin staff per physician40%
Reducing front-desk work is a staffing argument, not a convenience one.
Medical assistants and reception are the top turnover hotspots. The licence builds the patient record and the insurance card builds the coverage record, so the job that is hardest to hire for is the one with least typing in it.
Operating cost per physician +29.3% over five years
MGMA staffing polls and cost surveys. Published industry figures, not Hylexa results.
Allergy labels
9 in 10 wrongDELABELLING STUDIESOne hundred patients
10 carry a penicillin allergy labelfewer than 1 is actually allergic
The label outlives the reason for it.
Those labels are associated with 28% higher antibiotic costs, 5.5% longer stays and materially higher rates of resistant infection, because the alternative drug is worse. A label recorded as free text can never be reviewed, challenged or corrected. A coded one can.
28% higher antibiotic costs5.5% longer stays
Published allergy delabelling studies. Industry figures, not Hylexa results.
This month’s health focus
Immunisations
School, sport and flu season all begin now. Ask which doses your family is actually due.
August is the month a front desk finds out whether its forms are a workflow or a pile. The pile always wins if nothing is counting it.
Hylexa onboarding, August cohortThis month recognises
National Immunization Awareness Month · National Breastfeeding Month
The busiest four weeks of the year for a paediatric or family front desk. Everything below exists because of what that month looks like from the desk.
Forecast, not a checklistThe immunisation schedule is calculated from the doses on record, including those pulled from the state registry, and shows what is due and what is late.
School and sports forms in a queueRequests arrive from the patient app, sit in one list with an owner, and leave signed. Nobody hunts a paper form.
Lactation support in the recordFeeding plan, consultant contact and follow-up sit with the dyad rather than in a separate note nobody opens.
The year
Care Mode advances on the first of each month. Move along the year to see any of the twelve.
Care Mode follows the public health calendar. Hylexa is not affiliated with, endorsed by, or speaking for the organisations behind the campaigns named here. Nothing here is clinical guidance; your clinicians decide what a patient needs.
Care Mode is now showing August. Prevention & Families. Healthy families build healthy communities.
What comes off your plate
Three things that cost more than software does.
Empty chairs
Reminders aren’t enough.
Reminders plus intake, from one system.
Reminders on their own move the number a few points. Add intake the patient finishes before arriving and it falls by a quarter to a third.
The front desk
Nobody types what the card says.
Staff confirm rather than type.
The licence builds the patient record and the insurance card builds the coverage record. Consents are signed before they arrive, so nothing is printed, scanned back, or missing.
Included, not extra. Five things other people bill you for.
No per-envelope fee
Electronic signature
Signed before they arrive.
Consents signed in the app on the patient’s own phone, filed against the record with the completion certificate.
RxNorm · SNOMED · LOINC
Coded clinical data
Coded as it is typed.
Medications, allergies, problems and observations, coded by your staff and by your patients alike.
No per-note charge
AI note drafting
Built from the encounter, not from a recording.
A complete note assembles from what was entered, with optional AI help rewriting a section more clearly. No separate AI scribe subscription.
In the app
Video visits
On the calendar you already keep.
No second application to install, and no meeting link to go looking for.
At the desk
Eligibility checks
While the patient is still standing there.
Not batched overnight and discovered weeks later, at billing.
Before you ask
We don't listen to your consultations.
Ambient AI scribing is the thing clinicians want most, and there are good products that do it. We are not one of them: no microphone in your room, no recording, no transcript. Our AI works on what you typed, not on what you said. We take the other thirteen hours instead: the registration, the coverage, the authorisation, the chasing.
And we code all of it. Every medication, allergy and problem binds to a standard concept as it is entered, which is what makes the allergy and interaction checks run at all. A free-text allergy is invisible to a safety check, however carefully someone typed it.
This is not theoretical. Around one in ten people carries a penicillin allergy label and fewer than one in a hundred is actually allergic. Those labels are associated with 28% higher antibiotic costs, 5.5% longer stays, and materially higher rates of resistant infection, because the alternative drug is worse. A label recorded as free text can never be reviewed, challenged or corrected. A coded one can.
AI, the narrow kind
It rewrites your sentence. It never writes your judgement.
There is AI in Hylexa, in one place. You have already made every clinical decision and recorded every finding; the note assembles itself from those fields. Ask, and a language model returns one section in cleaner prose, saying exactly what you said.
What the AI is for
The typing, not the thinking
Structured intake already means the same fact is not entered twice. This removes the last of it: turning a completed encounter into readable prose, which is the part of documentation that carries no clinical judgement and takes the longest.
Why the note stays yours
Every sentence traces to a field
Because the record is coded, each fact carries an identifier and the draft has to cite the ones it used. Anything unsupported is caught and the draft rejected before you see it. The narrative is checkable against the chart, not merely plausible.
What the AI cannot do
It cannot reach a conclusion
No diagnosis, no measurement, no recommendation, no severity it was not given. Improving how a finding reads is a writing task. Deciding what the finding means is yours, and the software has no route to it.
Interface shown for illustration. The draft is optional; the note is complete without it.
The load on the team
The arm of the Quadruple Aim everyone measures last.
Patient experience, outcomes and cost all get measured. Clinician burden is the one that gets a survey and a wellness email. Documentation is consistently near the top of what drives it, and the answer for most practices has been to ask people to type faster.
A narrow, well-fenced use of AI gives back the part of the work that never needed a clinician: the prose. We would rather move an hour a week and prove it than claim an AI transformation nobody measures.
What we will report
Drafts acceptedHow often a draft is worth using at all
Edit distanceHow much you change before signing. Should fall over time, or the feature is not working
Unsupported factsMust be zero on anything clinical. Not a target, a condition
Time to a signed noteMeasured against your own baseline, not an industry average
Nothing runs on its own, on every visit, or in the background. Compare against the original, edit it, revert it, or ignore the feature entirely and the note is still complete. Your data is never used to train it. None of those are settings.
The case everyone else fudges
A child arrives with their grandmother.
Most systems give you a text box. Hylexa sees the minor, walks staff through capturing the guardian’s ID as its own step, and records who holds authority to consent, instead of someone finding a signature from the wrong person three weeks later.
Who is standing at the desk
Grandmother
holds authority to consent
The child
So the signed consent says
Who signedThe guardian, ID captured at the desk
For whomThe minor, as their own record
On what basisThe authority recorded at registration
Hold us to four numbers
Measured from your systems, not ours.
Prior auth hoursWeekly, across physicians and staff
No-show rateFrom your scheduling data
Minutes per registrationTimed at the desk
Eligibility denialsFrom your billing reports
Baseline in the fortnight before go-live. If they don’t move, you’ll know before we do.
Straight answers. Including the one about price.
Migration
We already have an EHR.
Keep it. We run the administrative half and hand the finished record to the system you chart in. No migration.
AI
Is there AI in this?
In one place: rewriting a section of a note you already filled in. It cannot add facts, reach conclusions or sign anything, your data never trains it, and every note works with it switched off.
Timeline
How long until we’re live?
Registration switches on first, and staff learn it in a morning. Everything else is opt-in.
Signatures
Do we still need a separate e-signature tool?
No. Consents are signed inside Hylexa, on the patient’s device or yours, and file themselves against the record with the completion certificate attached.
Security
Is our data safe?
Encrypted in transit and at rest, role-based access, a full audit of who opened which record. We sign a BAA first.
Pricing
What does it cost?
One month of the subscription buys the ninety-day pilot, and it comes straight back off your first invoice if you continue. After that, per location, monthly, no setup fee, cancel whenever you like.
Bring a real card. Watch the record build.
Twenty minutes, a real licence and a real insurance card. If the record isn't built before the call ends, we've wasted your time and we'll say so.
Three fields and a time. No credit card today. If you go ahead, ninety days costs one month and it comes back if you stay.
If your practice invited you, this is the same app.
Your record, your history, your appointments, and you choose which clinicians can see it. You'll need the invitation your practice sent you.
How can we help?
Call sales+1 (951) 210 0756Book a demo
20 minutesNO CREDIT CARDBring a real licence and insurance card. If the record isn't built before the call ends, we've wasted your time and we'll say so.
Please tell us your name.
That doesn't look like an email address.
Please tell us where you work.
Choose a time that suits you.
Three fields and a time. No credit card, nothing to cancel.
Prototype, nothing is transmitted.
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