30-Day Clinic Pilot
Your medical degree wasn't for this.
Caesar Health AI agents handle administrative work so you can handle the medicine. The 30-day pilot lets solo practitioners and clinic groups run our agents alongside their existing workflow without replacing their EMR. Discuss the scope and quote with our team, then review the written pilot terms.
Terms agreed upfront
Review the pilot fees and cancellation terms in writing before launch.
30 days
A full evaluation cycle — enough time to measure accuracy, hours saved, and patient-experience impact.
Agreed scope
Scope the pilot across Phone Agent, AI Scribe, Revenue Cycle, Document Inbox, Email Agent, SMS Agent, and the EMR Integration Layer. Confirm availability for your systems before launch.
Hands-on support
Dedicated implementation specialist. Weekly check-ins. Direct line to the team that built the platform.
Your 30-day journey
Phased rollout. Your team watches first, takes over the verification loop next, then runs in full automation. You stay in control at every step.
- 1
Week 1: Setup (48 hours)
Up and running in two days, with minimal disruption to your existing schedule.
- Initial consult to map your current intake, call, and documentation workflows
- Port your existing phone and fax numbers — no number changes
- Connect the EMR Integration Layer to your EMR (Epic, athenahealth, eClinicalWorks, NextGen, ModMed and others)
- Configure scheduling rules, provider preferences, and escalation paths
- 30-minute staff orientation
- 2
Week 2: Parallel operations
The agents run alongside your existing workflow. Your team observes, compares, and verifies before anything ships autonomously.
- The Phone Agent, AI Scribe, and Document Inbox handle inbound traffic while your team validates outputs
- Daily performance reports: call-handling accuracy, documentation turnaround, missed-call recovery
- Real-time adjustments based on your feedback
- Weekly check-in calls with your implementation specialist
- Baseline measurement: accuracy rates, hours saved per provider, after-hours charting time
- 3
Week 3: Gradual handover
As verification confidence builds, you delegate more categories of work to the agents and start measuring the hours coming back to your team.
- Increase agent autonomy on low-risk task categories first
- Front-desk staff start reallocating time to higher-value patient work
- Document the measurable time savings and ROI in your practice
- Fine-tune workflows, scripts, and escalation rules to your preferences
- Expand agent coverage to additional task categories (prior auth, denials, referrals)
- 4
Week 4: Full automation
The agents run autonomous administrative workflows end-to-end. You review exceptions, not routine work.
- Agents handle end-to-end workflows independently across calls, documentation, claims, and patient communications
- Staff reallocated to clinical and growth work, not phones and faxes
- Comprehensive ROI analysis: hours saved per provider per day, missed-call recovery, after-hours charting time
- Plan for long-term optimization and any additional agent coverage you want to add
- Review the results and decide whether to continue under the agreed terms
What to confirm before the pilot
Review these details with our team before the first call is answered.
Keep your EMR
We integrate with what you have. No rip-and-replace.
No data migration
Your data stays exactly where it lives today. The EMR Integration Layer connects to it where it is.
Cancellation terms
Confirm the cancellation process and any fees in the written pilot agreement before launch.
Direct support from the team that built it
Pilot accounts get a direct line to engineering and implementation, not a generic support queue.
Manual override always available
You can take any task back from any agent at any time. The agents work for you, not the other way around.
HIPAA-compliant, BAA available
End-to-end encryption, TLS 1.3 in transit, AES-256 at rest. BAA executed at contract signing.
Who the pilot is for
The 30-day pilot is designed for solo physicians and clinic groups. For larger health systems or PE-backed portfolios, we run a different engagement.
A good fit
- Solo practitioners spending nights and weekends finishing charts
- Growing practices trying to add capacity without adding front-desk headcount
- Specialists with heavy referral volume and inbound fax flow
- Practices with high call volume and missed-call recovery problems
- Clinics seeing 20+ patients per week on a stable EMR
- Group practices (2-25 providers) ready to coordinate a structured rollout
Not a fit (today)
- —Large hospital systems — talk to us about an enterprise engagement instead
- —PE-backed portfolios — see our private equity solution for portfolio-level rollouts
- —Practices with under 20 patients per week — the math doesn't work yet
- —Practices planning to close or sell within 12 months
- —Clinics without an established EMR — the EMR Integration Layer needs a system of record to integrate with
What the math looks like
Based on practice-level benchmarks for a 1-3 provider clinic with moderate call and fax volume. Your numbers will vary — the pilot measures yours specifically.
If the pilot works
2-3 hours back per provider per day
Less after-hours charting, fewer phone interruptions, faster claim turnaround. Most pilot clinics see $80K-$180K in annualized labor and revenue impact for a small practice.
If the pilot doesn't work
Review the results.
Your EMR stays in place. Review the results with our team and follow the cancellation terms in your pilot agreement.
Frequently asked questions
What is the 30-day pilot program?
The 30-day pilot is a structured evaluation for solo physicians and clinic groups. Caesar Health AI agents run alongside your existing workflow for a month so you can measure accuracy, hours reclaimed and patient experience before a long-term commitment. You keep your EMR and avoid a data migration. We confirm the pilot scope and cancellation terms in writing before launch.
What are the pilot fees and cancellation terms?
We discuss the pilot scope and fees on a call. Before launch, review the written agreement for payment and cancellation terms, including how any renewal works. Your EMR and existing phone numbers stay in place.
What's included in the pilot?
The pilot covers the agreed scope across Phone Agent, AI Scribe, Revenue Cycle, Document Inbox, Email Agent, SMS Agent and the EMR Integration Layer. We confirm which features are available for your systems, including any beta limitations. A dedicated implementation specialist, weekly check-ins and access to the engineering team are included. HIPAA-compliant infrastructure and a BAA are in place before patient data is handled.
How long does setup take?
The pilot plan targets setup within 48 hours, with timing confirmed for your EMR and workflow scope. Setup includes a workflow consultation, forwarding your existing phone and fax lines, connecting the EMR Integration Layer and a 30-minute staff orientation. Number porting is not required. Your team observes the agents during a phased rollout before work runs autonomously.
Can I keep my EMR during the pilot?
Yes. Your EMR stays the system of record throughout the pilot. The EMR integration layer connects to Epic, athenahealth, eClinicalWorks, NextGen, ModMed and other systems, including legacy EMRs. Caesar Health runs administrative workflows on top of the system you already use.
What happens after the 30 days?
At day 30, review the pilot data with our team: hours reclaimed per provider, missed-call recovery, after-hours charting time and an ROI summary for your practice. Discuss a quote for continued use or end the pilot under the agreed terms. Check the written agreement for renewal and notice requirements.
Ready to see if Caesar Health fits your practice?
The pilot is a structured 30-day evaluation. We onboard a limited number of practices each month so every implementation gets hands-on attention. Schedule a 30-minute intro call to walk through your workflow and check availability.
Questions? aclevan@caesarhealth.com. For larger groups, see our private equity solution.