Workflow Automation for Private Practices

At Kepler, we help private practices automate patient workflows across EHR, scheduling, and communication systems, reducing manual work, improving follow-through, and increasing efficiency without disrupting clinical operations.

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What We Help Practices Automate

Scheduling & Access Management

Automate patient access workflows so your team can reduce missed appointments, respond faster, and keep the schedule full.

Appointment reminders (SMS/email)
No-show follow-ups and rescheduling
Waitlist alerts (auto-fill cancelled slots)
New patient inquiry auto-response (web, phone, referrals)
Referral tracking (outgoing and specialist follow-through)
Appointment confirmations & pre-visit instructions
Smart rescheduling links

Patient Intake & Onboarding

Automate patient access workflows so your team can reduce missed appointments, respond faster, and keep the schedule full.

Appointment reminders (SMS/email)
No-show follow-ups and rescheduling
Waitlist alerts (auto-fill cancelled slots)
New patient inquiry auto-response (web, phone, referrals)
Referral tracking (outgoing and specialist follow-through)
Appointment confirmations & pre-visit instructions
Smart rescheduling links

Clinical Care & Patient Safety

Support care continuity by automating clinical follow-ups, documentation support, and patient reminders.

Medication reconciliation (patient-reported vs EHR)
Medication adherence & high-cost prescription follow-ups
Expired orders follow-ups (labs, imaging, referrals)
Referral documentation follow-ups (specialist notes, hospital records)
Scheduled screenings & alerts (preventive care tracking)
Parse lab results from PDFs into structured biomarker data
Phone call summarization & auto-filing into chart
Post-visit wellness checks
Care plan reminders (meds, lifestyle, follow-ups)
Chronic condition monitoring check-ins (e.g., diabetes, hypertension)

Patient Engagement & Growth

Keep patients engaged while improving retention, reputation, and payment follow-through.

Review requests (Google, Healthgrades, etc.)
Payment reminders (pre-visit and post-visit)
Birthday greetings
Health milestone greetings (anniversaries, goals achieved)
Reactivation campaigns for inactive patients
Patient education nudges (condition-specific)

Practice Operations & Compliance

Automate internal workflows to improve coordination, visibility, and administrative control.

Staff license & credential tracking (DEA, MD, RN, etc.)
Task creation & routing (front desk, MA, billing)
Targeted internal alerts for critical results or delays
Documentation support (call summaries, intake summaries)
Audit logs & workflow monitoring

Built Around Your Existing Workflow

EMRs / EHRs

Scheduling & Intake

Patient Communication & VoIP

AI & Documentation

Strategy + Execution Under One Roof

We combine strategic thinking with hands-on implementation — so you don’t need to bridge the gap between consultants and doers.

Platform-Agnostic, Outcome-Driven

We don’t push one CRM—we guide you to the one that fits your operations, stage, and scale.
You get a tailored plan, not a one-size-fits-all platform.

Workflow-First Approach

We design or reconfigure workflows around your actual processes and goals — so your CRM reflects how your team really works, not just what the platform can do out of the box.

Full-Stack Integration Support

From EHRs and schedulers to messaging and forms, we build the integrations that turn your CRM into a central command center.

A fit for Regulated, Complex Environments

We’re fluent in HIPAA, audit logs, access controls, and enterprise data structure, making us the right partner for healthcare and other high-compliance sectors.

Trusted by Teams Who Need to Move Fast

As official partners of HubSpot, Zoho, and Insightly, and experienced in tools like Salesforce, Klara, and others, we bring proven tools, rapid timelines, and startup-savvy execution.

Our Flagship Offer: CRM Fit Check

Not sure where to start?

In just 90 minutes, we’ll map your workflows, identify your must-have features, and devise the framework for market analysis to evaluate your best-fit CRM options — customized to your stage and goals.

What We’ll Cover in This 90-Minute Strategy Session

Deliverable: Tailored CRM Decision Brief

✅ Your top CRM-related use cases

✅ A prioritized list of must-have features

✅ A comparison of recommended CRM platforms, with pros, cons, and tradeoffs

✅ Strategic considerations for compliance, integrations, scalability, and rollout timing

Testimonials

Garrett White, Founder at Wake Up Warrior

The work that you put in to get the app deployed at the time that you did, and the speed that you did - thank you, I appreciate you. And now we have a lot of big stuff to do
Waseem Ghannam, MD, CEO and Co-Founder at TeleHealth Solution

What I’m speaking from a clinical perspective is being translated to a tech or app perspective. They always make sure we’re aligned in that, and they’ve been fantastic to work with
Kaitlyn Rice, Co-founder & COO at HireMe Healthcare

They’re communicative, thoughtful, critical thinkers and extremely capable creators. Thanks to these qualities, we have a product – an app and a website – and a pathway for how to grow it moving forward
Scott Fielder, CEO at TriFin Labs Inc.

They're qualified help and a good partner, who essentially will come alongside you, understand exactly where you are, where your targets are, and then help you get there. Your investment would be worth it.
Jeff McGregor, CFO at WakeUp Warrior

We have been using Kepler for two years, and couldn’t be more happy with their services. We started off with a smaller software team, and continue to expand our software development with them. Highly recommend!
Neville Orellana, Director of Engineering at Connexient

Kepler Team helped us get to production during difficult times. They are highly technical and dedicated professionals, and I look forward to engaging their services again in the future.
Alex Daniels, Founder & CTO, meMR Health

We're impressed with their level of expertise in the healthcare industry, the unbelievably high quality of developers they keep and train, and the hands-on/personal management style they have

Proven methodology

At the heart of Kepler Team's methodology is System 4096™ - a set of Kepler's proprietary software design tools providing invaluable guidance to optimize innovation and reap its benefits.