Xylar
Your patient communications are scattered. They don't have to be.
Independent clinics run their front desk on 4–8 disconnected tools. Xylar brings every call, message, booking, and patient form into one place, with AI handling the mundane so your team can focus on the patients who actually need them.
Working with independent practices in physical therapy, mental health, and primary care. HIPAA-compliant · BAA available.
See it in action
Every call. Every follow-up. One screen.
Sound familiar?
Your patient communications live in five different places, and none of them know what the others are doing.
Phone calls
in one system. SMS reminders in another. Online booking somewhere else. Intake forms in a portal nobody checks. None of them talk to each other.
No one knows
if the new patient got their intake form. Or completed it. Or whether the reminder went out. Until they show up, or don’t.
Every handoff is manual
A patient calls, gets transferred, and has to explain themselves again. Context lives in whoever answered the first call, not in the system.
It doesn't have to work this way. One system that handles patient communication end to end, from calls and messages to bookings and intake, means your team spends less time switching tabs and more time actually helping people.
How Xylar works
One place for every patient interaction: calls, messages, bookings, and intake.
01 · Unified inbox
Every patient touchpoint, one queue
Calls, voicemails, SMS threads, intake form status, and booking requests all in one place with full patient context attached.
- See instantly if a patient’s intake form was sent, opened, or completed
- New and existing patients in the same view, without switching portals
- Nothing falls through: every item is open, in progress, or done
02 · AI receptionist
Handles specific and routine workflows so your team doesn’t have to
Books new patients, reschedules existing ones, answers common questions, and hands off anything complex with all the context already collected.
- New patient books directly into your schedule, with intake form sent automatically
- Existing patient reschedules without waiting on hold
- Refills, prior auths, and billing questions handed off with transcript attached
03 · Live call view
Full context before you ever say hello
See every active AI call as it happens: who’s calling, why, and what’s already been said, so every transfer is a warm handoff.
- Live transcript and patient history visible while the call is active
- Context lands on your screen before the phone rings
- Take over any call mid-flight with one click
What it looks like in practice
Every patient interaction, handled from one place.
Your front office already knows how to do all of this. Xylar just stops it from being scattered across six different systems.
New patient
Someone calls to book their first appointment.
Today
Staff answers, collects info manually, checks the schedule, books it in the EHR, then separately sends an intake form from a different portal, if they remember.
With Xylar
AI books them directly into your schedule and sends the intake form automatically. Your team sees the booking and intake status in the same place.
Existing patient
A patient calls to reschedule.
Today
Staff puts them on hold, finds their record in the EHR, checks availability, updates the appointment, then manually sends a new confirmation.
With Xylar
AI pulls up their record, offers available slots, and reschedules in one conversation. Confirmation sent. Appointment updated. Nothing to follow up on.
Intake follow-up
A new patient was booked three days ago and hasn't completed their intake.
Today
Nobody knows. The form was sent from a portal your front desk doesn't check regularly. The patient shows up without their insurance info and everything slows down.
With Xylar
Xylar shows you form status alongside the appointment: sent, opened, or completed. Automated reminders go out. Your team gets notified if it’s still outstanding the day before.
Routine question
A patient calls to ask about your hours, location, or whether you accept their insurance.
Today
Someone on your team stops what they’re doing to answer a call that takes 45 seconds but interrupts a longer task.
With Xylar
The AI answers it immediately, 24/7. Your team never sees it unless the patient asks for more.
Who it’s for
Built for any clinic where the front desk wears many hats.
If your team is juggling calls, messages, bookings, and intake across multiple systems and things are slipping through, Xylar was built for you.
- Physical therapy
- Mental health
- Primary care
- Chiropractic
- Pediatrics
- Occupational therapy
- Speech therapy
Why Xylar
Not another point solution. A communications layer.
AI that handles what’s routine, not just what’s simple.
The AI handles high-volume work like new patient booking, reschedules, appointment reminders, and intake follow-ups, so your team isn’t spending an hour a day on calls that could answer themselves.
Context from across your systems, pulled into one view.
Your team shouldn’t have to toggle between the EHR, the phone system, and the intake portal to answer a basic patient question. Xylar pulls it all in so the answer is already on screen.
Fewer tools. Less overhead. More signal.
Xylar replaces the patchwork of phone systems, SMS tools, voicemail services, and intake reminders most clinics already pay for. One system, one invoice, one place to look.
Pricing
Start with what your front desk needs today.
Most clinics start with the Missed Call Inbox and expand from there. The pilot is designed to be live before your next shift.
Missed Call Inbox
Start hereYour phone system stays exactly as it is. Xylar sits behind it and captures every call your team can’t get to, voicemail or not.
Live in under 30 minutes. No hardware. Your number doesn’t change.
- Every missed call captured, voicemail or not
- Transcription + urgency triage (Urgent / High / Normal / Low)
- Auto-text back to every missed caller
- Prioritized inbox for your front desk
- AI flags what needs attention; your team makes the calls
- HIPAA-compliant · BAA included
AI Receptionist
AI answers every inbound call directly, books appointments into your EHR, and hands off anything complex to your team with full context already collected.
- Everything in Missed Call Inbox
- AI answers every inbound call, 24/7
- Books directly into your EHR schedule
- Live call view with every active call in real time
- Warm handoffs with transcript + collected fields
- Intake form tracking across new patients
- Analytics + team management dashboard
Full Phone System
Coming soonXylar becomes your phone system entirely. Port your number, retire your existing provider, and run all patient communications from one place.
- Everything in AI Receptionist
- Port your existing number to Xylar
- Xylar replaces your phone provider
- Multi-location with shared inbox and routing
- Advanced reporting and audit trail
- Dedicated onboarding and support
Every pilot includes a signed BAA, hands-on onboarding, and a provisioned forwarding number.
After the pilot, pricing is standardized by tier and location count. No per-clinician fees.
How it fits
Works with your EHR. Replaces everything else.
Xylar is not an EHR. Your chart, your claims, your billing, your e-prescribing all stay where they are. Xylar takes over the messy patient-communications layer that the EHR has been pretending to solve for decades and retires the miscellaneous single-purpose tools sitting around it.
Integrates with your EHR
Reads scheduling availability, writes appointments, looks up patients by phone, name, and DOB, and pulls basic visit metadata. That’s the contract: no charting, no claims.
- WebPT
- Raintree
- Jane App
- TherapyNotes
- SimplePractice
- Athena
- DrChrono
- Tebra
- OpenDental
The inbox and AI work without an EHR integration too; integrations unlock automation, they aren't a prerequisite.
Replaces your comms stack
The standalone tools clinics bolt onto the EHR to fill the communications gap. A clinic that adopts Xylar should be able to cancel 3–5 separate subscriptions and run them through one workspace.
- Standalone phone / voicemail system
- SMS reminder tool
- Online booking widget
- Review-request platform
- Intake forms tool
- Missed-call follow-up tool
Clinics don't want one more subscription. They want fewer subscriptions doing more.
Customer research
We’d like to learn from you.
Xylar is in early customer research with independent practices across physical therapy, mental health, and primary care. If you run one, or work the front desk at one, we'd love a 30-minute conversation. No deck, no pitch. We want to understand how your front desk actually works and where the stack falls down.
Xylar runs on HIPAA-aware infrastructure with append-only audit logging for PHI. A BAA is available for pilot customers.
Frequently Asked Questions
Do I need to change my clinic’s phone number?
No. You keep your existing number. Xylar works by forwarding unanswered calls, and patients always dial the same number they always have. Setup takes less than 30 minutes and requires no IT involvement.
Is Xylar HIPAA-compliant?
Yes. Xylar is built on HIPAA-eligible infrastructure with an append-only audit trail covering all PHI access. We sign a Business Associate Agreement with every clinic before going live. Compliance is not an afterthought.
How is this different from what we already have?
Most phone systems offer basic voicemail transcription. Xylar goes much further: we capture every missed call, even when no voicemail is left, transcribe and summarize voicemails into plain-English action items, triage them by clinical urgency, send automatic SMS follow-ups to every caller, and give your team a shared, real-time dashboard so nothing gets lost. It’s the difference between a transcript and a system.
What happens if a patient doesn’t leave a voicemail?
The call is still captured. Xylar logs every missed call whether or not a voicemail is left, and sends a configurable SMS to the caller so they know you received their call. No more invisible missed calls.
Can I use Xylar across multiple clinic locations?
Yes. Each location gets its own dedicated number, and everything is tenant-isolated under a single account. Your team can manage all locations from one dashboard.
Is the automatic SMS HIPAA-compliant?
Yes. The outbound SMS messages are configurable and do not contain any PHI. They simply acknowledge that a call was received. All SMS activity is logged in the HIPAA audit trail.
What size practice is Xylar built for?
Any size practice that has a front desk team managing high call volume without a proper system for tracking missed calls and callbacks.
How much does it cost?
The Missed Call Inbox pilot is $99 flat for 60 days and includes the full product, hands-on onboarding, and a signed BAA. After the pilot, pricing is set based on your call volume and number of locations. No per-clinician fees. See the Pricing section for more detail.