How Xylar works
Xylar sits behind your existing phone number. The AI receptionist answers every inbound call. Your front desk sees every call live with structured context. Everything unresolved lands in the same inbox, as a Task.
The flow of a call
- A patient calls your clinic: Nothing changes for them. They dial the same number they always have. Xylar sits behind your line.
- The AI receptionist answers, in your clinic’s voice: It greets the patient, identifies the intent (scheduling, refill, billing, clinical question, or other), and handles what it can cleanly. For scheduling-eligible calls it verifies identity, gathers the reason for visit, proposes slots, and writes the appointment directly to your EHR.
- Your front desk sees the call live: The top of the inbox shows a live row per active AI call: caller, number, intent, elapsed time. Click to expand the live transcript and the fields the AI has collected so far. Your team is not doing anything yet; they can keep one eye on what’s in motion.
- Anything the AI can’t close cleanly becomes a structured handoff: If the AI decides to escalate, your team sees the handoff coming 3–5 seconds before the phone rings, with full context already on screen. If no one is available, the AI hangs up gracefully with a promise to call back and creates a Task in the inbox with everything it gathered.
- Everything unresolved lives in the inbox as a Task: Voicemails, missed calls, AI handoffs, patient SMS, follow-up reminders the AI generated, and manual tasks your team added are all normalized as typed, statused, assignable Tasks. Three states: needs attention, in progress, done. Audited end to end.
What makes Xylar different
- Live pre-handoff context: Standard AI receptionists are post-hoc: you see a transcript after the call. Xylar shows the work as it happens and makes every escalation a warm handoff with the context already on screen.
- Task-centric inbox, not a list of voicemails: The inbox is a list of things the front desk has to do, normalized across every source. Same model whether the source was a call, an SMS, an AI handoff, or a manual note.
- Designed to be the workspace: Switching costs grow with attention share. Xylar is built to be the screen your front desk lives in four hours a day, not a peripheral dashboard.
- Works with your EHR; replaces the comms stack: Reads scheduling availability and writes appointments to WebPT, TherapyNotes, Athena, and more. Subsumes the standalone phone, voicemail, SMS, booking, intake, and missed-call tools so you cancel 3–5 subscriptions instead of adding a ninth.
- HIPAA-aware from day one: Append-only audit logging across all PHI access. BAA available for pilot customers. Designed with 42 CFR Part 2 in mind for practices handling SUD records.
You can also see the platform overview on the homepage or talk to the team to dig in.