1 in 4 inbound calls goes unanswered.
Missed calls = lost demand. Most never call back. Your marketing spend pays for traffic that the front desk drops on the floor.
AI ops team for cash-pay practices
Fire your agency. Replace it with an AI ops team.
You've heard "fire your agency" from every course seller on Twitter. Their pitch is: now do the work yourself. Ours is the opposite — we do it for you. Viridian adds an AI operating layer around paid spend, content, calls, booking follow-up, reporting, and the work your team already has in motion. The system keeps the loop moving; humans step in where judgment, compliance, or patient context matters. You get a Friday operating brief that shows what moved and what needs a decision.
12+ hrs
Owner time / week
24 / 7
Coverage
60 days
Audit → live
Built by the team behind Biohackr Health — longevity clinic, SF + Palo Alto. 18 months of production agents before Viridian existed.
Built for
Longevity
Functional medicine
Med spa
Aesthetics
Plastic
Cosmetic derm
Concierge / DPC
Regen + sports
I.
Diagnostic
Where cash-pay practices quietly leak revenue.
The patterns are remarkably consistent across longevity, med spa, and concierge. Four leaks compound silently until the owner becomes the system.
Schedule gaps compound.
Cancellations, no-shows, and slow follow-up turn into dead space. The team finds the hole too late, and demand that could have booked goes somewhere else.
Systems break at scale.
Follow-up, approvals, content, reporting, and handoffs live in too many places. The practice grows, but the operating system stays manual.
The founder catches everything.
That's why it works. That's also why you can't take a real weekend, hire your way out, or grow past your own attention span.
II.
Operating layer
Not a dashboard. A weekly operating cell.
Three named agents, one human operator cell, one weekly rhythm. Each agent runs the volume work. Humans catch the edge cases and keep the practice moving. You read a Friday brief, not a dashboard.
The point is not to show software. The point is to remove recurring work from the founder's nervous system — permanently.
When PHI is involved, we work under a signed BAA. Access, logs, approvals, and escalation rules are built into the operating cell before any sensitive workflow goes live.
Agent 01
Executive Assistant
Triages your inbox, owns your calendar, preps you for every meeting, drafts the weekly review. The closest thing to a chief of staff — one who doesn't need vacation.
Agent 02
Patient Acquisition Specialist
Runs paid spend across Google and Meta. Picks up after-hours calls and follows back with anyone who didn't book. Wakes dormant patients with sequences that don't sound like robots wrote them.
Agent 03
Content Producer
Turns raw clips, notes, and ideas into polished IG, TikTok, blog, and newsletter content in your actual voice. It understands healthcare marketing constraints, routes claims and sensitive assets for review, and publishes automatically inside your rules.
III.
Agent depth
What each agent actually owns.
Each agent has a narrow job, clear permissions, human escalation rules, and measurable output. This is not a chatbot layer. It is operating work, packaged into lanes.
Owner-facing operating support
Your inbox, calendar, meeting prep, and weekly brief stop living in your head.
The Executive Assistant keeps the founder out of triage mode. It sorts the owner inbox, prepares meetings, coordinates schedule friction, and turns scattered operating signals into a Friday brief the practice can act on.
Owns
- Inbox triage and priority routing
- Calendar coordination and meeting prep
- Daily owner briefing and weekly operating review
Needs access to
- Google Workspace, calendar, Drive, and approved inbox labels
- Practice notes, SOPs, and escalation rules
- Owner preferences for tone, timing, and handoff
Escalates when
- A patient, vendor, or staff issue needs human judgment
- A scheduling decision affects revenue or clinical priority
- The agent lacks context or the owner voice matters
Moves
- Owner hours returned
- Decision latency
- Meetings prepared, threads cleared, tasks closed
Growth-facing acquisition work
Paid spend, missed leads, reactivation, and schedule fill get one accountable owner.
The Patient Acquisition Specialist runs the path from demand to booked patient. It monitors Google and Meta, follows up with leads who did not book, catches after-hours inquiries, and wakes dormant patients with sequences that still sound human.
Owns
- Google and Meta campaign monitoring
- Lead follow-up, reactivation, and after-hours response
- Schedule-fill loops tied to real availability
Needs access to
- Meta, Google Ads, call tracking, and intake sources
- Booking system or calendar availability
- Offer rules, compliance constraints, and lead-status definitions
Escalates when
- Spend changes exceed guardrails
- A lead or campaign touches clinical claims
- Attribution, ROAS, or booking quality looks off
Moves
- Booked patients and show rate
- Cost per booked consult
- Recovered missed calls and reactivated patients
Brand-facing publishing work
Raw content becomes edited, approved, published social at the cadence you choose.
The Content Producer takes clips, notes, voice memos, before/after assets, treatment explainers, and owner ideas, then turns them into polished posts, reels, blogs, and newsletters. It edits the assets, formats for each channel, respects healthcare marketing constraints, and routes anything sensitive for owner, provider, or compliance review.
Owns
- Raw-content intake, editing, captioning, and repurposing
- IG, TikTok, blog, and newsletter publishing
- Content calendar at whatever frequency the practice wants
Needs access to
- Approved media library, social accounts, and brand voice samples
- Provider bios, treatment pages, and claim guardrails
- Approval rules for photos, offers, and clinical language
Escalates when
- A post includes medical claims or sensitive patient context
- The asset needs owner, provider, or compliance review
- Performance suggests a topic should be cut or amplified
Moves
- Content shipped without founder bottleneck
- Posting consistency and channel coverage
- Creative reuse from every recorded clinic moment
IV.
Why this is not an agency
We're not an agency. We replace your agency.
Agencies sell slices: media buying, creative, SEO, content, reporting. Then the practice still has to chase the leads, repurpose the content, reconcile the numbers, brief the team, and decide what to do next.
Viridian replaces the agency model with an AI operating cell. We run the research, content, follow-up, booking, reporting, and weekly decision loop together. If you already have a strong vendor, we can plug into them; the default goal is still the same: fewer retainers, fewer handoffs, and one accountable system.
Agencies optimize campaigns. We connect campaigns to booked patients.
Agencies ship creative. We turn raw clinic moments into a content system.
Agencies report CPL and CPA. We track what moved in the practice.
Agencies need your team to execute the follow-up. Our agents keep the loop moving.
Agencies end at recommendations. We ship a weekly brief naming what changed.
V.
Proof shape
The owner gets time back first.
Operating targets for the first six months of a Viridian engagement. Numbers depend on volume, service mix, and how much of the workflow you let us own.
The front desk stopped feeling like a fire. I am seeing patients again, not running a rescue desk.
Dr. Lori Bluvas
OB/GYN · Bluvas Medical Corp
Owner hours
12+ back, weekly.
Founders recover capacity in the first 6 months — verifiable in the operator-hour ledger we keep.
No-show rate
~40% reduction.
Confirmation, reschedule, and lead-recovery loops keep the calendar honest. Result varies with baseline.
Receivables
Faster cycle.
Worked declines, package balances, and invoice follow-up move money sooner without staff nagging.
Owner load
Sustainably lighter.
Glue tasks move off the founder. Real vacations stop being an emergency.
VI.
From audit to operating
From audit to live in 60 days.
Two weeks of diagnosis. Six weeks of build. Then we run the cell with you. No handoff theater, no junior engagement manager.
i.
Audit
We sit inside the workflows, review the stack, inspect the queues, and find where work disappears between people and tools. You get the diagnosis whether or not we continue.
ii.
Build
The same team designs your agent lanes, escalation rules, operator rhythm, and 90-day ownership plan. Integrations, credentials, approvals, and reporting are hooked up before the first lanes go live.
iii.
Operate
Weekly cell meeting. Continuous lane expansion. Quarterly owner brief on what moved. Same team that audited and built keeps running it with you.
VII.
How we engage
Two ways in. Both start with the audit.
No public package menu. Practices vary too widely — one location vs. five, one workflow broken vs. six, a single-agent wedge vs. a full cell. The audit names the right shape, the right agents, and the operating plan before scope is discussed.
i.
Single agent
Start with one named agent — the Executive Assistant for your inbox, the Patient Acquisition Specialist for ads and after-hours, the Content Producer for raw-content editing and automatic posting. Light commitment, fast to live, proves the cell before you scale. Best for solo practices or one broken workflow.
Audit for a single agent →ii.
The operating cell
A custom build around the workflows you actually need us to own. If your agency is strong, we add the ops layer around it: content production, follow-up, research, reporting, inbox, approvals, and weekly execution. If a workflow is weak, the audit shows where Viridian should take more ownership.
Audit for a full cell →The commercial model is scoped after diagnosis. You leave the audit with the lane map, the escalation rules, and the 60-day build plan whether or not we keep operating it.
VIII.
Common objections
What founders actually ask us.
What about my current agency? +
You do not need to fire them on day one. If the agency is producing, Viridian can become the AI ops layer around them: better research, faster content creation, cleaner follow-up, approval workflows, and reporting your team can actually use. If the agency is underperforming, the audit gives you a clean way to see that without guessing.
Will you replace my media buyer? +
Not by default. The Patient Acquisition Specialist can run Google and Meta, but it can also sit beside your current buyer and make the loop stronger: sharper offer research, faster landing-page and content feedback, better lead follow-up, and reporting tied to booked revenue instead of screenshot CPA. If your buyer is great, keep them. If there is a gap, the audit will show exactly where Viridian should own more.
Why isn't this just another retainer? +
Retainers bill for hours and ship slide decks. Viridian bills for an operating cell and ships a weekly brief that names what actually changed in your practice. If the brief is empty, the cell didn't run — and you'll know that the same Friday it happens.
What's the contract? +
90-day minimum so we can actually build the system and prove it. Month-to-month after that. Scope and commercial terms are set after the audit, once we know which workflows should be agent-owned, operator-owned, or left alone.
What if it doesn't work? +
We define the operating target during the audit, in writing, before ongoing work starts. If the cell cannot point to concrete work moved, decisions closed, or owner time returned, the brief will make that obvious.
Do you do EHR / RCM / insurance billing? +
No. We're built for cash-pay. RCM is a different sport with different tools and different math. We integrate with whatever you use — Cerbo, Athena, NextGen, custom — but we don't compete with your RCM stack.
Why not just hire an ops manager? +
You can. A good one still needs hiring, onboarding, tooling, weekend coverage, and a clear operating system. Viridian gives you the agents, the human coverage, the workflows, and the escalation rules as one accountable cell.
Who owns the system if we part ways? +
You do. Workflows, credentials, queues, logs, and runbooks live in your accounts. The day you fire us, your front desk still picks up because ownership is designed into the build from day one.
Is this HIPAA compliant? +
Yes. BAA available before any PHI moves. Every action logged, every access reviewed. Compliance rules are embedded in the agent lanes and escalations — not bolted on after the fact.
Begin the audit
Stop paying retainers for reports.
Hire the operating cell.
Two weeks inside the practice. Diagnosis you keep. No pitch deck, no demo environment, no junior account manager — the same team that audits builds and runs the cell with you.