For DPC & concierge practices
PilotFlow automates the full patient lifecycle, onboarding, follow-up, nurturing, re-engagement, and reviews, with every message personalized to your practice's own voice. HIPAA-compliant, run from your own inbox, and nothing sends without your approval.
The repetitive outreach runs itself, so you and your team stay focused on care, not admin.
Handle the patient-communication work of a full-time hire for a fraction of the cost.
Reminders, nurturing, and re-engagement that keep members active and win back the ones drifting away.
The platform
From the first welcome to winning back a patient who's gone quiet, PilotFlow runs every stage of engagement for you, and personalizes every message to your practice's own voice.
Welcome, packet & enrollment series
Post-visit & appointment sequences
Birthdays, renewals, referrals, newsletters
Win back lapsed & inactive patients
Google review requests after visit one
Every outreach is written from a voice & style guide built for your practice, so it reads like you wrote it, not a template.
Every patient in one place, grouped by where they are (member, lead, inactive) and by type of care, with outreach that adjusts to each group.
Connects to the third-party tools you already use and tunes to your preferences, add a newsletter, double the follow-up cadence, whatever fits.
Compliant end to end, a signed BAA with every client, and it runs alongside your EHR, adding to it rather than replacing it.
How it works
Send your welcome packet, your patient list, and a sense of your voice once. We build a style guide for your practice so every message sounds exactly like you, with no setup work on your end.
Nothing goes out without your OK. Review-and-approve mode puts you in control of every message until you trust it to run on its own.
From then on, PilotFlow welcomes, reminds, follows up, and re-engages every patient, automatically, from your own inbox.
Recent builds
Rebuilt their lead-magnet funnel and booking flow, imported and organized 105 patient families, and set up instant guide delivery in the doctor's own voice. New signups now get a personal email within seconds and land in the practice's tracker automatically. They canceled the $97/month platform the same week.
Missed appointments and cancellations are detected automatically and trigger a friendly reschedule invitation with the doctor's booking link. Recovered visits, zero front-desk time, and every message approved by the physician from a dropdown in their patient sheet.
Answers every call, screens for real cases, completes the full intake conversation, and emails the attorney a lead summary with transcript before the call is even over. "Worked great" — the attorney.
A marketing director at a South Florida real-estate developer recently sent PilotFlow to her contractor network: "Jordan has been doing some great work for small businesses handling their marketing communications at competitive pricing."
Add-ons
Beyond the core platform, two standalone features capture the patients, clients, or customers you'd otherwise miss.
A 24/7 assistant on your site that answers questions and captures new inquiries the moment they land, day or night.
Answers the phone when you can't, screens and intakes callers, and books consultations, so no call goes to voicemail.
Industries
Our home is direct-primary-care and concierge medicine, where getting patient communication right actually matters. The same engine adapts to any business that lives on onboarding, follow-up, and repeat patients, clients, or customers.
Direct-primary-care and concierge medicine is where PilotFlow started, and where it runs deepest. Everything is built to the standard medicine demands, then tuned to exactly how your practice works.
Member onboarding, class and session reminders, certification and program funnels, and win-back for members who drift.
24/7 booking and event-inquiry capture, automated follow-up so leads don't go cold, loyalty texts, and Google reviews.
An AI receptionist that answers every call, screens and intakes new clients, and books consultations, day or night.
Pricing
Every plan includes setup, your BAA, and your first month free. Prices below are for healthcare practices; other industries are quoted to scope.
First month free on every plan. Custom pricing for multi-location groups.
Book a walkthrough
No setup on your end. We build it, you approve it, it runs, and your first month is free.
Prefer email? jordan@pilotflow.org