Some missed calls are inconvenient. Some are dangerous.
Xylar knows the difference.
Xylar is an intelligence layer between your phone system and your front desk. Every missed call is captured, whether or not a voicemail is left, then transcribed, summarized, and triaged by clinical urgency. Patients hear back instantly via SMS. Your receptionist opens a prioritized inbox where the thinking is already done. They just call back.
The real problem
Your front desk is detective, dispatcher, and closer.
A patient calls, nobody answers, maybe they leave a voicemail. Your receptionist has to find it, play it back twice, figure out what the patient needs, decide how urgent it is, and somehow fit the callback between twelve other tasks. That's not a workflow. It's triage by memory.
A busy clinic misses 20–30 calls a day. If even one was a new patient you never called back, that's $3,000–$5,000 in lifetime revenue gone. Xylar costs a fraction of a single recovered patient.
How it works
Xylar sits behind your phone system but in front of your front desk.
When a call goes unanswered, Xylar captures it, figures out what the patient needs, decides how urgent it is, and reaches out to the caller. All of this happens before your receptionist even knows a call came in. By the time they open the dashboard, the only job left is to pick up the phone.
No more wondering who called
Every unanswered call is captured the moment it happens, whether or not a voicemail is left. Your receptionist never has to wonder whether someone called and hung up. Nothing changes for patients. They dial your existing number and Xylar logs everything in the background.
No more replaying voicemails twice
Voicemails are transcribed and distilled into a plain-English summary of what the patient actually needs. Not a raw transcript. A ready-made action item. When there are 30 messages before 9 AM, that’s the difference between catching up and falling behind.
The patient already knows you’re on it
Every missed call triggers an automatic SMS so the caller knows their message was received, even before your team opens the dashboard. Different messages for voicemails versus hang-ups, so every patient hears back instantly.
Open the dashboard. The thinking is done.
Every call appears in a live-updating inbox, already triaged by clinical urgency (Urgent, High, Normal, or Low) based on what the patient said, not just keywords. Your front desk sees exactly who to call first. All the detective work is already done.
What makes it different
Intelligence your phone system will never have.
Clinical urgency triage
Every call is scored Urgent, High, Normal, or Low based on what the patient actually said, not just keywords. Chest pain doesn’t wait in queue behind a scheduling request. This is the intelligence your phone system will never have.
Multi-location, one dashboard
Each clinic location gets its own number, tenant-isolated under a single account. Your team manages every location from one inbox without switching tools.
HIPAA-compliant by default
Append-only audit trail covering all PHI access. BAA signed before you go live. Compliance is architecture, not an afterthought.
Outcome tracking
Mark calls as returned, resolved, or pending. A single source of truth for follow-up that replaces sticky notes, spreadsheets, and memory.
Real-time updates
The dashboard updates live the moment a new call or voicemail arrives. No page refresh, no delay. Your team always sees the latest picture.
What's next
On the roadmap
Xylar is actively developed. Here's what's coming in the next three to six months.
Two-way SMS
Full patient-staff text conversations, isolated per clinic number.
Callback bridging
One-click callback directly from the Xylar dashboard.
Automatic outcome capture
Calls resolve automatically when a callback is completed.
EHR read integrations
Pull patient context from your EHR into the Xylar inbox.
Simple pricing
Straightforward plans. Clear terms.
Standard is the full product. Founding is the same product at early-adopter pricing with hands-on onboarding, limited to our first 15 clinics.
Founding
$219/month
Early-adopter pricing for our first 15 clinics. Same product as Standard, plus hands-on onboarding and direct access to our team.
- Every feature in Standard, nothing held back
- Weekly check-ins for the first 3 months on what’s working and what to build next
- Direct line to the founding team, not a support ticket
- Limited to the first 15 clinics
Standard
$349/month
Our full missed call management product with a clear monthly base plus fair usage if you ever outgrow typical volume.
- Full missed call capture, voicemail or not
- Voicemail transcription & summarization
- Clinical urgency triage (Urgent / High / Normal / Low)
- Automatic SMS outreach to every missed call
- Prioritized, real-time dashboard
- Multi-location support
- HIPAA audit trail, BAA included
- 10-minute setup, no IT required
Book a demo
See Xylar with your team
Pick a time in the calendar below.
Xylar is HIPAA-compliant and will sign a Business Associate Agreement with every clinic. Your patient data never leaves our secure infrastructure.
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 — patients always dial the same number they always have. Setup takes less than 5 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?
We keep pricing simple with two tiers — Founding at $219/month and Standard at $349/month. Both include generous usage for a typical busy clinic. If your volume ever goes well beyond the included amount, there are straightforward overage charges to cover transcription, SMS, and compute costs. We’ll put the exact limits and per-unit rates in your agreement before you sign, so there are no surprises.