What information does Xylar read from eClinicalWorks?
The schedule for each configured provider, each scheduled patient’s insurance list and payer details, account balances, credits and current-visit charges, recent account history used as care-management evidence, CCM enrollment and conditions, and end-of-day appointment status. Xylar reads these through your eCW web application using an account your clinic sets up for it.
Does Xylar change records in eCW?
No. Xylar doesn’t edit charts, enroll patients, post payments, submit claims, or change appointments in eCW. Decisions made in Xylar are stored in Xylar. When something needs to change in the chart, your staff make the change in eCW, and Xylar can link them to the right patient.
What happens before the clinic day starts?
Once automated preparation is turned on for your clinic, Xylar works through the next clinic day: it pulls the schedule, refreshes coverage and account information, gathers care-management evidence, and runs insurance checks. For payers that only answer accurately on the day of the visit, it can recheck that morning. Each step shows its status on the worksheet. If a step can’t finish, it’s flagged for a person instead of being skipped silently. Your staff can also run each step by hand.
What happens when insurance information is uncertain?
Xylar keeps an unclear answer unclear. If a check fails, coverage comes back inactive or unclear, benefits are missing, or the payer returns more than one possible copay, Xylar opens a review task explaining the problem. The reviewer can choose from the amounts the payer actually returned, record what they verified another way, or mark the case as unresolvable with a reason. The result carries through to the front desk. When the plan on file comes back inactive or the payer can’t find the patient, Xylar can also search for other active coverage. A found plan is shown to staff, who confirm the patient’s card and update eCW before collecting. A search doesn’t always find coverage, and Xylar doesn’t change eCW itself.
Which actions still require staff judgment?
Resolving unclear insurance answers, deciding what to collect from patients with more than one coverage when no supported rule applies, collecting from the patient and recording the outcome, returning calls, and every care-management conversation. Xylar prepares the information, suggests amounts and urgency, and tracks status. The decisions belong to your team.
Does Xylar process patient payments?
No. Xylar tells the front desk what to ask for and records what was collected, any credit applied, and why a full amount wasn’t collected. Payments are taken through your existing process.
What can managers measure?
By day and location: expected versus recorded collections, split into copays and balances; visit and dollar collection rates; visits with no recorded outcome, and days where more than 30% are missing; appointment attendance reconciled against eCW; and insurance-check and preparation activity. Collection figures come from what staff record, and applied credit counts as settled, so they aren’t bank deposits. Some report panels, such as estimated staff time saved, are estimates based on fixed assumptions and are labeled that way.
What setup and clinic configuration are required?
An eCW account for Xylar and your eCW web address; your providers with their NPIs and eCW schedule resources; your group NPI and organization details for insurance checks; your locations; and invitations for your team with their roles. We also match your eCW payers to electronic payer IDs. Some payers need enrollment before they can be checked. Optional pieces are set up per clinic: automated overnight preparation, care-management screening, clinic-specific collection rules, a Xylar phone number for each location, missed-call texts, and Slack notifications.
Does Xylar answer the phone or book appointments?
No. Calls to a Xylar-connected number hear a short greeting and can leave a voicemail. Xylar doesn’t hold a conversation, transfer calls, or book appointments. Transcripts and summaries exist only for calls where the caller left a voicemail. Calls without one become missed-call tasks.
Where does Xylar use AI?
In two places. Voicemail is transcribed by a speech-to-text model, then a language model writes a short summary and suggests an urgency level for prioritizing callbacks. In reports, a language model can write a short summary of collection findings that Xylar has already calculated. Insurance interpretation, collection amounts, and care-management screening follow written rules, not AI.
Is Xylar HIPAA compliant?
Yes. Xylar signs a standard business associate agreement (BAA) with every clinic it onboards, and has BAAs in place with the vendors that handle patient information. Xylar’s SOC 2 Type 1 audit is in progress, with Type 2 to follow. The Security section above describes the access controls built into the product.
Which EHRs does Xylar work with?
eClinicalWorks. Xylar doesn’t offer connectors for other EHRs today. If you’re on a different system, let us know during your demo.
How is Xylar priced?
Pricing is set in each clinic’s agreement and isn’t published. We’ll go through it during the demo.