MEET Optimize AI
The golden record your scheduling runs on.
The golden record your scheduling runs on.
A provider leaves. A rule changes. Scheduling breaks everywhere. Optimize AI ends the rebuild cycle with one source of truth that stays current everywhere it’s used.
Patient experience breaks at the routing layer underneath the booking. Optimize AI fixes it.
57M
Patients served
across all 50 states
40%
More appointments with the same clinical roster
5 Days
Average reduction
in time to care
#1
KLAS ranking for patient experience, 2025
The root cause
Five sources of truth. None of them agree.
5 sources of truth. None agree.
Visio files. SharePoint folders. Epic templates. And Janet, the scheduler who’s been here 15 years. Every channel reads from a different copy, so every channel gives a different answer. The patient feels the gap before you do.
Access data lives in Visio files, SharePoint folders, PDF policies, Epic templates, and the heads of schedulers who’ve been there 15 years.
“One week after go-live: 260+ policies codified, 50+ knowledge gaps surfaced, and about half were tied to a clinic not even in scope. The system found a problem nobody knew to look for.”
OB/GYN Scheduling Transformation — Top-Ranked U.S. Academic Medical Center
in practice
The old way.
The Optimize way.
Never done CYCLES
The 30-year practice manager retired on go-live day. Everything she knew left with her.
19 people on manual decision trees. 18 months to build one service line. Stale the day it launched.
19
FTEs on manual
decision trees
18mo
to build one
service line
$1M+
consulting spend,
same fragmentation
week one VALUE
The system found a problem nobody knew to look for.
260+ policies codified in week one. 50+ knowledge gaps surfaced, half in a clinic nobody was watching.
260+
policies codified
50+
gaps surfaced,
week one
½
target build
time reduction
in practice
The before.
The after.
breaking point —
TOp Academic Medical Center
Visio files. SharePoint folders. Outdated before go-live.
19 staff. 18 months to build one service line. Stale the day it launched.
week one —
top hospital in Tampa Bay
1 week after go-live. The system found problems nobody knew to look for.
260+ policies codified in week one. 50+ knowledge gaps surfaced. Issues hiding for years, visible in days.
the approach
Build the golden record. Deploy everywhere.
Most access problems look like scheduling problems. They’re data problems. Optimize fixes the data first, then deploys it everywhere your patients look.
Organize
One Source Truth
Provider data, scheduling rules, and capacity normalized into a single governed layer. Conflicts surfaced before reaching a patient.
Govern
Define Rules Once
Clinical eligibility rules and SLA requirements defined once. When policy changes, every channel reflects it. No manual updates, no version drift.
Activate
Every Channel, Same Answer
Routing logic runs across websites, call centers, referral networks, and AI agents. Patients get the same answer whether they call, click, or ask.
The Golden record
We love Janet. We promoted her sticky notes to source of truth.
Every health system has a Janet. Fifteen years in, she knows which cardiologist won’t see a patient without an EKG, which referrals skip the waitlist, the age cutoff that changes at fourteen. Optimize captures what she knows, so the rules live in your system, not just in memory.
- Sticky notes, now structured data: Every channel reads the same rules and gives the same answer.
- No more bottleneck: A new scheduler on day one works from the same knowledge as a fifteen-year veteran.
- Edge cases, now governed: Codified and owner-approved, so one change updates everywhere instead of breaking ten flows.
Use Cases
One record. Four jobs.
Workflows, AI agents, scheduling, and service lines all run on the same golden record. Fix it once, and every one of them gets the right answer.
Workflow Management
Hundreds of wiki pages, legacy documents, source systems, and staff contributions are ingested, structured, and verified. No manual data entry.
- Build time cut in half
- Updates pushed 25% faster
- 50+ gaps surface in week one
AI Agent & Voice
Give your AI agents a verified knowledge base to run on, not a document library to guess from. Every answer is defined, not generated.
- Define answers, traceable
- Built-in governance for AI agents
- Logic runs voice, chat and web
Search & Online Scheduling
Surface accurate, real-time availability across every channel so patients find and book the right care the first time. No dead ends, no wrong appointments.
- 70% increase in online bookings
- 40% more appointments
- 5 day reduction in time to visit
Service Line Activation
Service lines that can’t go online today because their rules are too complex become bookable. Rules are structured, trusted, and live.
- More velocity, spend less
- Scales without adding staff
- Launch decision trees in days
Workflow Management
Hundreds of pages, legacy documents, source systems, and staff contributions are ingested, structured, and verified.
AI Agent & Voice
Give your AI agents a verified knowledge base to run on, not a document library to guess from.
Search & Online Scheduling
Patients find and book the right care the first time, across every channel. No dead ends, no wrong appointments.
Service Line Activation
Complex service lines become bookable. Rules are structured, trusted, and live.
all systems go
The data layer underneath every answer.
Availability, insurance rules, referral logic, consent law — all of it codified, human-approved, and live across your channels. When a scheduler asks a hard question, they get a defined answer. Not a guess. Not a PDF. But a traceable, auditable fact.
Knowledge flows to every channel
● Website & Find-a-Doctor
Live
● Contact Center Agents
Live
● Digital Front Door / Chat
Live
● AI Scheduling Agents
Live
● Referral Networks
Live
Availability, insurance, referral logic — codified, approved, live across your channels. When a scheduler asks a hard question, the answer is defined. Not a guess. Not a PDF. A traceable, auditable fact.
Knowledge flows to every channel
● Web & Find-a-Doctor
Live
● Contact Center Agents
Live
● Digital Front Door / Chat
Live
● AI Scheduling Agents
Live
● Referral Networks
Live
Get in touch
Stop rebuilding.
Start scaling.
Tell us about your access challenges. We’ll show you how Optimize AI builds a golden record your whole organization can schedule against.