Xylar
Your clinic runs on a hundred small decisions a day. Xylar puts the right ones in front of the right person.
Xylar is the operations center for independent clinics. It watches the day’s schedule, the phones, and the balances, then tells each person on your team what needs attention first, with the context already gathered.
Working with independent practices in physical therapy, mental health, and primary care. HIPAA-compliant · BAA available.
See it in action
Your whole day, already prioritized.
Sound familiar?
The information your team needs already exists. It's just scattered, so every role starts the day blind.
The front desk finds out at check-in
that a patient owes $300, after they’re already standing at the window. The balance was in the system the whole time. Nobody had a reason to go look for it.
Urgent things wait in line
A refill request sits behind four routine voicemails because nothing is triaged. Whoever gets to the messages first decides what matters, in whatever order they arrive.
Gathering context is a job in itself
Balances, visit history, insurance, and the last three messages all live somewhere different. Half the work is collecting the information before anyone can act on it.
It doesn't have to work this way. When one system watches the schedule, the phones, and the balances together, every person on your team can log in and see what needs them first, with the digging already done.
How Xylar works
One place that knows what your day looks like, and who needs to know what.
01 · Your day, prioritized
Log in and see what needs you first
Every role gets a view built around their day. The front desk sees who’s coming in, what they owe, and what to collect, ordered by what matters most right now.
- Every patient on today’s schedule, with balances and copays surfaced before they walk in
- Calls, voicemails, and follow-ups in the same list as the day’s arrivals
- Nothing falls through: every item is open, in progress, or done
02 · Triage, not transcripts
The urgent things stop waiting in line
Every call is captured and ranked by urgency, so a refill request never sits behind four routine messages. Your team works a queue instead of a pile.
- Every missed call captured, voicemail or not, transcribed and summarized
- Ranked Urgent / High / Normal / Low so the order is decided before anyone opens it
- Auto-text back to every caller so nobody is left wondering
03 · Context gathered for you
The digging is done before you act
Balances, visit history, and insurance status are pulled together and attached to the person in front of you, so the answer is already on screen.
- Account detail assembled from your EHR and billing system, not hunted down per patient
- Full context attached to every call, voicemail, and arrival
- More of the gathering happens on its own over time, with your team still making the call
What it looks like in practice
The same day, with the information already in front of you.
Your front office already knows how to do all of this. Xylar just makes sure they know it in time to act on it.
Patient with a balance
A patient with $220 outstanding walks in for a 9:00 appointment.
Today
The front desk finds out mid-check-in, if at all. Looking up the balance means leaving the check-in screen with a patient standing there, so most of the time it just doesn’t happen.
With Xylar
The balance is flagged on the day view before the patient reaches the desk, with the amount, the oldest charge, and what to collect already on screen.
Urgent voicemail
A patient leaves a voicemail asking for a refill they ran out of three days ago.
Today
It sits behind four routine messages until someone works through the list. Whoever gets there first decides what’s urgent, in whatever order the messages arrived.
With Xylar
Xylar transcribes it, ranks it urgent, and puts it at the top of the queue with the transcript and callback number attached.
Copay collection
Twenty-eight patients are on the schedule and each owes something different.
Today
Someone looks up each copay in the practice management system as patients arrive, or the front desk guesses from memory and the clinic eats the difference.
With Xylar
Every arrival shows exactly what to collect. At the end of the day the manager can see what was flagged and what actually came in.
The morning start
It's 8:00 am and your team is getting ready for the day.
Today
Each person reconstructs their day from the EHR, the phone log, and a stack of sticky notes, and still starts the morning not knowing what will matter most.
With Xylar
Everyone logs in to a list built for their role, already ordered by what needs them first, and starts working instead of assembling.
Who it’s for
Built for every role in the clinic, starting with the front desk.
Today Xylar runs the front office: arrivals, balances, copays, and every call that comes in. The practice manager and the back office are next, each with a view built around what their day actually requires.
- Physical therapy
- Mental health
- Primary care
- Chiropractic
- Pediatrics
- Occupational therapy
- Speech therapy
Why Xylar
Not another point solution. An operations center.
Prioritized per role, not one shared pile.
A shared inbox tells everyone everything and leaves the sorting to whoever opens it first. Xylar decides what matters for each person’s job and puts that at the top of their day.
Context gathered before you act, not after.
Your team shouldn’t have to toggle between the EHR, the billing system, and the phone log to know what a patient owes or why they called. Xylar pulls it 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 callback lists 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 Front Desk Ops and expand from there. The pilot is designed to be live before your next shift.
Front Desk Ops
Start hereYour EHR and phone system stay exactly as they are. Xylar sits on top and runs the front desk’s day: who’s coming in, what they owe, and every call your team can’t get to.
Live in under 30 minutes. No hardware. Your number doesn’t change.
- Day view of every arrival with copays and balances flagged
- Every missed call captured, voicemail or not
- Transcription + urgency triage (Urgent / High / Normal / Low)
- Auto-text back to every missed caller
- Xylar gathers and flags; your team makes the call
- 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 Front Desk Ops
- 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 Operations Center
Coming soonEvery role in the clinic gets its own prioritized view, and the routine work runs itself with your team in the loop rather than in the weeds.
- Everything in AI Receptionist
- Role-based views for the whole clinic, front and back office
- Routine workflows handled end to end, with review built in
- Multi-location with shared queues 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.
Does Xylar replace my EHR?
No. You keep checking patients in and out exactly where you do today. Xylar sits on top of your existing systems and tells each person on your team what needs their attention first, with the balances, history, and call context already gathered.
How is this different from what we already have?
A phone system tells you someone called. A practice management system will show you a balance if you go looking for it. Neither one tells your front desk that the patient arriving at 9:00 owes $220 and has a copay due. Xylar watches the schedule, the phones, and the balances together, decides what matters for each role, and puts it at the top of their day with the context attached.
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 independent practice where the front desk is juggling arrivals, balances, and a full phone line without a system that pulls it together.
How much does it cost?
The Front Desk Ops pilot is $99 flat for 60 days and includes the full product, hands-on onboarding, and a signed BAA. After the pilot, pricing is standardized by tier and location count. No per-clinician fees. See the Pricing section for more detail.