Solution Studio — Practical AI for wellness & longevity clinics. HIPAA-ready.

01 The problem

Demand is the easy part. Keeping up is the problem.

“We're booking 40 new patients a month and the MA is drowning in intake. We can't hire fast enough.”

The wellness boom is real and your funnel is full. But your team is past capacity: intake takes 45 minutes per patient, the compounding pharmacy keeps changing what they can supply, lab reviews are backing up, the front desk is reactive, and reviews are starting to slip. Hiring is slow and expensive. Software for this market is either enterprise-priced or generic.

Intake & lab review eat clinical time
Your MD/NP is spending 30% of their day on charting and lab interpretation that AI can pre-draft and they can review in minutes.
The compounding pharmacy is chaos
FDA shortage lists. State board scrutiny. Sourcing changes. Refills delayed. Your front desk is reactive instead of proactive — and patients notice.
Retention is more important than acquisition
Your model lives on recurring revenue. Every churned member is six months of wasted CAC. Yet no one's actively watching the signals.
AI options are either $50k or HIPAA-incompatible
Enterprise health-tech sells transformation. ChatGPT can't touch PHI. There's no middle path built for a clinic between 1 and 10 providers.

02 What we build

Small, useful things that scale your ops, not your overhead.

Sixteen examples below. All HIPAA-compatible. All EHR-integrated. Each one quietly hands hours back to the team that's carrying your patient load — without you hiring another MA, another biller, or another front-desk role.

Labs · Clinical

Labs → patient-friendly summary

Labcorp/Quest results in. Plain-language patient summary plus provider talking points drafted — reviewed in 5 minutes, sent same day instead of next week.

→ Saves ~15 min/lab review · faster turnaround

Intake

Intake → pre-visit provider brief

Patient questionnaire, history, prior labs, and goals synthesized into a one-page brief the provider reads in 2 minutes before the visit. No more reading in the room.

→ Saves ~10 min/visit · better visits

Pharmacy

Compounding pharmacy coordinator

Order tracking, supply alerts, sourcing changes (semaglutide shortages, BPC formulation shifts) flagged before patients call asking. Front desk stops reacting.

→ Saves ~6 hrs/week + patient complaints

Refills

Refill request automation

Eligibility check, prior visit gating, prior auth needs, payment status, pharmacy routing — minutes, not hours. Provider approves or escalates.

→ Saves ~8 hrs/week per provider

Retention

Member retention sequencer

Skipped visits, missed refills, declining engagement, billing failures — caught and recovered automatically. The signals that predict churn, acted on at the right moment.

→ Often cuts churn 20–35%

Acquisition

Lead-to-patient nurture (HIPAA-aware)

Web inquiry to first paid visit. Drip sequences, scheduling automation, screening Qs — all without your front desk chasing leads or PHI ending up in non-compliant tools.

→ Conversion lift, lower CAC

Reputation

Review monitor & response drafter

Google, Yelp, Healthgrades, RealSelf. New review comes in, AI drafts a HIPAA-safe response. You review and send. Critical for cash-pay reputation.

→ Saves ~3 hrs/week + better SEO

Compliance

Multi-state licensure & DEA tracker

Provider licenses, DEA registrations, state pharmacy board requirements, telehealth waivers, controlled substance logs. Tracked, expiry-warned, audit-ready.

→ Avoid lapses + days of audit prep

Operations · Front Desk

Patient inbox triage & routing

Patient portal messages, phone transcripts, SMS — sorted by urgency, routed to provider vs. MA vs. billing, drafts queued for the routine ones.

→ Saves ~7 hrs/week per role

EHR Integration

Cerbo / ChARM / Healthie integration layer

The custom workflows your EHR was supposed to support but doesn't. Membership tracking, custom intake fields, lab routing — built on top of what you already use.

→ Saves $15k+/yr on EHR upgrades

Billing · Revenue

Membership billing failure recovery

Failed card, expired card, declined ACH — AI texts the patient with a one-click update link before the membership lapses. The lazy churn that's costing you most.

→ Recovers ~60% of involuntary churn

Patient Education

Personalized patient education library

Tailored to their protocol — GLP-1 onboarding, TRT first month, peptide stack education. Reduces “how do I inject” calls. Improves outcomes and adherence.

→ Cuts support calls ~30%

Inventory

Peptide / IV supply tracker

Stock thresholds per location. Knows compounding lead times. Alerts before you stock out, drafts the order, accounts for refrigerated chain handling.

→ Eliminate stockouts + fewer rush orders

Marketing · Compliance

FDA / FTC-aware marketing content drafter

Email, social, blog — drafted in your voice and screened against current FDA guidance on GLP-1 / peptide / hormone claims. Stay compelling without crossing lines.

→ Saves ~6 hrs/week + risk

Telehealth

Telehealth visit prep + post-visit notes

Patient brief before, draft progress notes after — provider reviews and finalizes. Designed around your EHR's template system.

→ Saves ~15 min/visit

Owner Operations

Weekly clinic KPI digest

Every Monday: new vs. churned members, AR aging, lab turnaround, top complaints, supply risks, capacity utilization. Pulled from EHR + billing + ops, sent to your phone.

→ See problems before they hit revenue

03 How it works

A real builder. A real plan. Real things built for your clinic.

Phase 01

The needs assessment

We start with a 60-minute call to learn your clinic, your EHR, your modalities (TRT / HRT / peptides / GLP-1 / IV / longevity), your pharmacy relationships, and your top operational bottlenecks. You leave with a written roadmap of 5–10 high-impact, HIPAA-aware automations — yours to keep whether you engage us or not.

Phase 02

The launch

We build one high-value automation end-to-end — usually intake-to-brief, lab summary drafting, or refill workflow. 4–6 weeks. BAAs in place. Delivered with Loom walkthroughs so your team uses it without training.

Phase 03

The scale-up

Once the launch is live, expand to additional workflows on a monthly retainer — or hand the work off and walk away. We're not trying to lock you in. We're trying to make growth feel less like a fire drill.

A note from a partner

Our lab review backlog went from two weeks to next-day. The MA stopped being a bottleneck. The provider stopped charting at home. We took on 30% more patients without hiring.

Medical Director

Wellness & longevity clinic, Southeast

04 The math

What does it cost to actually scale?

Hiring is slow and expensive. Industry-specific platforms are priced for clinics 10× your size. A focused launch with a real builder sits exactly where most clinics need to land.

Option

Annual cost

What you get

In-house ops / RN hire FT operations manager

$80–150k

Salary, benefits, taxes. Hard to find with both clinical and ops chops. Often becomes another set of clinical hands rather than a system-builder.

Industry-specific platforms RepeatMD / similar

$30–100k

Membership & CRM platforms with templated workflows. Helpful if you fit their model; rigid if you don't. Doesn't solve clinical ops.

AI / health-tech consultant $250–500/hr

$30–80k

A deck and a strategy. You still have to build it. Or pay them again. No continuity, no accountability to outcomes, often not HIPAA-fluent.

Solution Studio CAIO Fractional Chief AI Officer

From $2,499/mo scales to dedicated embedded retainer

A real fractional Chief AI Officer for your clinic. Tiered to your stage — Foundation, Build, CAIO, or Embedded. HIPAA-ready, EHR-integrated, done-for-you.

The cheapest scaling option is whichever one doesn't cost you another six-figure hire.

05 Engagement options

Four ways to bring AI into your clinic.

Built for the reality of running a cash-pay clinic. Every engagement starts with a free needs assessment and a written roadmap — yours to keep whether you continue or not. BAAs in place from day one.

Foundation

$2,499 / month

HIPAA-ready basics for solo providers

A safe, compliant starting point. We keep your foundational automations running and compliant, build a meaningful new one each quarter, and stay ready to scale up when you are.

HIPAA-aware hosting + BAA
Maintenance of up to 2 builds
One new build per quarter
Compliance & API updates included
Email support

Start with Foundation

Built for clinics scaling on cash-pay.

Most of our clinic clients are doing $1M–$10M in revenue with 1–6 providers across 1–5 locations. MD- or NP-led. Membership-driven. Past the survival phase, deep in the scaling chaos.

We also work with telehealth-first brands and multi-state operators — the kind of teams where compliance breadth and EHR integration matter as much as the automation itself.

TRT / HRT clinics

Peptide & GLP-1 clinics

Medical weight loss

IV therapy & hydration

Longevity clinics

Functional medicine

Med spas with wellness

Telehealth-first brands

Multi-state operators

Compounding pharmacies

Concierge medicine

Sports medicine & recovery

07 A note from us

Solution Studio has been quietly building for small operators since 2012. Wellness clinics are scaling faster than any vertical we've seen — and breaking under the weight.

Over the years we've watched a lot of “next big things” get pitched to clinic owners. Websites, then funnels, then membership platforms, then no-code. Most were noise. AI isn't.

But the conversation around it has gotten unbearable. Every health-tech firm pitches a $50k transformation. Every “AI for clinics” platform asks you to migrate to their stack. Every consultant who promises HIPAA compliance turns out to have never read a BAA.

Meanwhile actual MD/NP-led clinics are growing fast, burning out their teams, and watching reviews slip as the patient experience can't scale with the patient count. They don't need a transformation. They need someone who'll spend two hours a month with them, get HIPAA right by default, and quietly hand back the hours their team keeps losing to admin.

That's what this is. A real builder who knows the tools, works with the EHR you have (not the one a vendor wants to sell you), takes HIPAA seriously — and tells you the truth, including when AI isn't the answer.

— The Solution Studio team

Real humans · est. 2012

08 Common questions

A few honest answers.

Don't see your question? Just ask us directly.

Every build runs on HIPAA-compatible infrastructure. We use enterprise AI providers with executed BAAs (Anthropic, OpenAI Enterprise, Google Cloud Healthcare API), maintain BAAs with you, and follow minimum-necessary access principles for any PHI. We won't touch a build that can't be done compliantly — if a workflow needs PHI in a non-BAA tool, we'll tell you and redesign it.

Yes — this is the most common engagement. We layer onto whichever EHR you use rather than asking you to migrate. We've worked with Cerbo, ChARM, Healthie, Spruce, Elation, Practice Fusion, Power2Practice, AthenaTelehealth, and others. If it has an API or even a structured export, we can build on it.

Different model. RepeatMD and similar platforms give you a membership/CRM system with templated workflows — great if your operation fits their model. We build custom workflows for your specific clinic. You can use both: many of our clients run RepeatMD for memberships and use us for everything around it (intake, labs, refills, compliance, retention).

We build with current FDA/FTC guidance in mind, especially around marketing claims for compounded medications, GLP-1s, and hormone therapy. We're not your compliance counsel — we work with the guidance your medical director and legal team set. But the marketing content drafter and patient education builds include guardrails so your team doesn't accidentally cross lines that have gotten clinics in trouble.

We'll tell you. About 30% of the “AI” problems we hear from clinics are actually system or workflow problems — you need a better EHR setup, a part-time biller, or a process change, not AI. We'd rather save you money than sell you something that won't work. The needs assessment roadmap is yours either way.

The Embedded tier is built for this. Multi-state operators need automations that handle licensure variation, state pharmacy board differences, and per-location reporting. We've built for clinics operating in 1 state and clinics operating in 30+. The compliance tracker alone usually pays for itself.

Yes — every workflow, configuration, prompt, and document is yours. We don't hold work hostage. What the CAIO retainer adds is the operational side: hosting, monitoring, BAA maintenance, and adapting builds when EHR APIs or regulations change. Most clients keep us on retainer because keeping integrations & compliance current is real work most small clinics can't do themselves. But you can walk away anytime — we'll hand over everything documented.

Fair question. We're builders, not clinicians — you are. We won't pretend to know hormone protocols or peptide dosing. But we've built enough clinic automations to know the difference between a chief complaint and a chart note, that BAAs are non-negotiable, and that refill workflows are where retention quietly leaks. We translate your clinical knowledge into systems. The provider stays the provider.

Practical AI for cash-pay clinics scaling faster than ops can keep up.