Physician groups, home health agencies, and billing companies spend the day on calls, faxes, and payer paperwork. On the systems you already run, Webaroo builds agents that answer and book, read intake into records your staff approve, and track prior authorizations and denials for a person to act on.
01/03
Prior authorization packets are pieced together from the chart and chased through payer portals, phone, and fax. Denials are worked one at a time, and appeals go out close to the filing deadline or after it.
02/03
Referral packets arrive by fax, patients fill in forms, insurance cards get photographed, and staff retype all of it into the practice system before the first visit can start.
03/03
New patient calls, reschedules, and refill questions arrive in the same hour as check-in. Calls go to voicemail, and voicemail goes to tomorrow.
Received / Classified / Approval / Updated
Builds each prior authorization packet from the chart, tracks the request to a decision, and drafts the appeal when a denial comes back. Nothing goes to a payer until a named person approves it, and every step is logged.
See Workflow AgentForms and insurance card / Practice system / Member ID flagged / Fields read
Reads forms, insurance cards, referrals, faxes, and denial letters into structured fields, flags what is missing, and files each record against the right patient for a person to approve.
See Document IntakePhone line / Clinic rules / First morning slot / Nurse
Answers the phone at any hour, books and reschedules against your schedule, sends the intake link, and hands anything clinical to staff with the transcript.
See Voice AgentOne new patient at one clinic of a multi-site physician group, from the first call to the chart on the screen.
Illustrative / Example data / No live actions
A new patient wants the first morning slot with a provider who takes her plan. The desk opens at 8:00. The agent answers, takes the reason for the visit, and checks the schedule. She asks whether to stop a medication before the visit. The agent does not answer that and notes it for the nurse.
Voice AgentPhone line, 07:40 / Clinic rules / First morning slot / Nurse
It reads open slots, which providers take her plan, and the 40-minute new patient visit length from the practice system. The clinic's handoff list says medication questions go to the nurse.
Voice AgentPractice schedule / Clinic handoff list / Provider who takes her plan
The agent books Thursday at 9:20 in the practice system and texts the intake link. She sends back the forms, both sides of her insurance card, and a referral letter as photos and a PDF. Document Intake reads them into fields and flags one: the member ID on the card photo is blurred.
Document IntakeForms and insurance card / Practice system / Member ID flagged / Fields read
At 8:00 the record is in the review queue with every field filled but one: the member ID, with her number ready to dial. Staff approve the rest into the chart. Her medication question is in the call note, waiting for the nurse.
Document IntakeReview queue, 08:00 / One field to fix / Front desk / Approved into the chart
Done at 8:00 a.m., right on time.
Illustrative
A multi-site physician group whose front desks take every call, form, and fax by hand, and whose billing team chases authorizations and denials. The Voice Agent takes the phone line, Document Intake takes the paperwork, and the Workflow Agent tracks authorizations and drafts appeals for a biller to approve.
In ten days, the assessment maps the top 3 workflows with today's numbers, such as prior authorizations or patient intake. You get an AI inventory, risk tiers, and a 90-day plan. A single build or an FDE Pod, a pod of forward-deployed engineers, then takes the first workflow to production on the systems you already run, measured against the number from the assessment.
Three products fit a physician group, home health agency or billing company: the Voice Agent, Document Intake and the Workflow Agent. The Voice Agent answers, books, and reschedules by phone. Document Intake reads forms, insurance cards, referrals, faxes, and denial letters into fields your staff approve. The Workflow Agent tracks prior authorizations and drafts denial appeals for a biller to approve. An FDE Pod, a pod of forward-deployed engineers who work inside your business, can build several of them together.
No. Webaroo is your AI integrator and operator: we build and run AI inside mid-market companies. Ask Roo, Webaroo's AI, for a straight answer first, or book 15 minutes with Connor Murphy, our Founder and CEO. If there is a fit, the paid 10-day AI readiness assessment picks the top 3 workflows with today's numbers.
AI consultant vs AI integrator vs AI operatorYes, where your system allows it. The Voice Agent reads open slots from the scheduling or practice management system you already run and writes the booking back into it. Your team sets the rules for visit types, visit lengths, and which provider sees which plan.
It does not answer it. Clinical questions, symptoms, and anything about medication go to a person with the transcript and a summary, and your team sets the list of topics that always hand off.
It fills every field it can read and gives each one a confidence score. Missing and low-confidence fields are flagged. The record waits in a review queue, and nothing is written to the practice system until a staff member approves it.
We deploy and operate directly within your existing security perimeter, implementing NIST AI RMF and SOC 2-aligned controls. Network security, IAM and endpoint security remain the exclusive responsibility of your team or your MSSP. An MSSP is a managed security service provider. We work only through access your team grants in your SSO and IAM, scoped per person and agent, and your team can cut off our access in one step. Every action an agent takes is logged where your team can read it.
How we handle your dataYes, where your systems allow it. The Workflow Agent builds each authorization packet from the chart, tracks the request until the payer decides, and drafts the appeal when a denial comes back, with the denial letter and chart pages attached. Nothing goes to a payer until a named person on your team approves it, and every step is logged.
Webaroo's AI readiness assessment takes ten days and delivers an AI inventory, risk tiers, the top 3 workflows with today's numbers and a 90-day plan. An FDE Pod runs on a 12-month term, with a checkpoint at day 90 for a small pod or day 120 for a large pod.
The first paid step is your AI strategy, a 10-day AI readiness assessment: AI inventory, risk tiers, the top 3 workflows with today's numbers and a 90-day plan.
Book 15 minutes with Connor