Xylar Product
Xylar is the communications workspace for the independent clinic front desk. One workspace, three surfaces: a task-centric inbox, an AI receptionist that answers every call, and live call presence so escalations land as warm handoffs instead of cold transfers.
The Xylem inbox
A single, task-centric inbox where everything that needs front-desk attention lives. Voicemails, missed calls, AI session handoffs, patient SMS, follow-up reminders the AI generated, and manual tasks the team adds, all normalized as typed, statused, assignable Tasks with patient context attached.
- Three states per task: needs attention, in progress, done.
- Source context attached: original transcript or message, AI session details, related appointment, audit log of who touched it and when.
- Sortable by urgency, filterable by location and assignee: the screen your front desk lives in all day, ahead of the EHR.
The AI receptionist
A voice agent that answers every inbound call 24/7. It greets in your clinic's voice, identifies intent, handles what it can cleanly, and hands off everything else with structured context.
- Scheduling: verifies identity, gathers reason for visit, proposes slots, writes appointments directly to the EHR.
- Refills, billing, clinical, and other intents: collects caller name, reason, and urgency signal; either routes the call live to the front desk with full structured context or hangs up gracefully and creates a Task in the inbox with a promise to call back.
- Human escape hatch at every node: patients can always say “speak to a person.”
Live call presence
A real-time view of every AI call in progress, layered into the inbox. Almost no one else ships this. Most AI receptionists run as black boxes; you see a record after the fact. Xylar shows the work as it happens.
- Live row per active call: caller, number, intent, elapsed time at the top of the inbox.
- Live transcript and collected fields: expand any call to see what the AI has gathered so far.
- Pre-handoff context: when the AI decides to escalate, your team sees the handoff coming 3–5 seconds before the phone rings. Full context already on screen.
- Barge-in: take over a call in progress.
Works with your EHR. Replaces everything else.
Xylar is not an EHR. Charting, claims, billing, e-prescribing, lab orders, clinical documentation all stay in the EHR. Xylar integrates with the EHR to read scheduling availability, write appointments, look up patients, and pull basic visit metadata. We ship integrations with the EHRs our four target verticals run on today: WebPT, Raintree, Jane App for physical therapy; TherapyNotes, SimplePractice for mental health; Athena, DrChrono, Tebra for primary care.
Beyond that, Xylar is designed to subsume the standalone tools clinics bolt onto the EHR to fill the comms gap: the phone / voicemail system, the SMS reminder service, the online booking widget, the review-request platform, the intake forms tool, the missed-call follow-up tool. A clinic that adopts Xylar should be able to cancel 3–5 separate subscriptions and run them through one workspace.
Built for independent practices
Xylar is built for independent practices across three verticals: outpatient physical therapy (1–15 locations), mental health group practices (2–10 therapists), and independent primary care / family medicine (1–3 providers). Xylar runs on HIPAA-aware infrastructure with append-only audit logging across all PHI access; a BAA is available for pilot customers.
Talk to the team to learn more.