AI Email Assistant for Medical & Dental Practices
Clear, consistent patient communication without overwhelming your front desk. Handle scheduling, insurance questions, and follow-ups in seconds.
Built for teams who live in Gmail.
Your front desk shouldn't be buried in email
Front office handles 40-100 patient emails daily — scheduling, insurance questions, prescription refills, and post-visit follow-ups
Insurance explanations are inconsistent — one patient gets a clear breakdown, another gets "call your insurance"
Appointment rescheduling turns into 3-4 email exchanges before confirming a new time
Post-procedure care instructions are copy-pasted from old documents, sometimes missing updates
New patient onboarding emails forget to mention parking, paperwork, or what to bring
Staff spend so much time on email that patients calling in get put on hold
Aeralis turns your practice information into precise, patient-friendly responses. Link your scheduling page, insurance FAQ, and post-care instructions. When a patient emails about rescheduling or coverage, your team clicks once and gets a draft that's thorough, accurate, and ready to send — without starting from scratch.
How Aeralis fits into your practice
Works inside Gmail with your existing patient communication workflow.
Connect Gmail and create profiles
Install from Google Workspace Marketplace. Set up profiles for different communication types — scheduling, insurance, post-procedure care — each with appropriate tone and context.
Add your practice resources
Link your patient portal, insurance information page, post-care instructions, and office policies. Aeralis uses these as context when drafting — no memorization needed.
Generate patient responses instantly
Open a patient email, select your profile, describe what you need. Review the draft, adjust if needed, send. What used to take 5 minutes now takes 30 seconds.
Real emails Aeralis can help you write
See how Aeralis handles common patient communication scenarios.
Patient asking to reschedule an appointment
Before Aeralis
Staff checks the schedule, finds available slots, types out options, waits for response, then manually updates the system. A single reschedule often takes 3-4 email exchanges.
With Aeralis
Hi Rebecca, No problem — I can help you reschedule your cleaning appointment. Here are a few options that work with Dr. Martinez's schedule: • Tuesday, March 12 at 9:00 AM • Wednesday, March 13 at 2:30 PM • Friday, March 15 at 10:00 AM Just reply with your preference and I'll confirm it right away. If none of these work, let me know your availability and I'll find something closer to your schedule. Thanks, [Front Office]
Insurance coverage question
Before Aeralis
Staff looks up the patient's plan, researches coverage details, often calls the insurance company, then tries to explain complex terms in writing.
With Aeralis
Hi Daniel, Great question about your crown coverage. Based on your Delta Dental PPO plan, here's what to expect: • Crowns are typically covered at 50% after your deductible • Your remaining annual maximum is approximately $800 • Pre-authorization is required (we'll handle this for you) Your estimated out-of-pocket would be around $450-550, depending on the final lab costs. We'll send you a detailed treatment estimate once we receive the pre-auth. Want me to start that process? Just reply and I'll get it submitted this week. Best, [Front Office]
Post-procedure care instructions request
Before Aeralis
Staff searches for the right instruction sheet, copies relevant sections, and hopes they haven't missed anything important.
With Aeralis
Hi Maria, Here are your care instructions following today's extraction: For the next 24 hours: • Bite gently on the gauze for 30-45 minutes • No rinsing, spitting, or using straws (this protects the clot) • Stick to soft, cool foods — yogurt, smoothies, mashed potatoes Days 2-3: • Gently rinse with warm salt water after meals • You can brush normally, but avoid the extraction site • Ibuprofen (400-600mg) every 6 hours as needed for discomfort Call us immediately if you experience: heavy bleeding that doesn't stop, fever over 101°F, or severe pain not relieved by medication. Questions? Call us at 555-0134 or reply here. Take care, [Dr. Chen's Office]
New patient intake inquiry
Before Aeralis
Staff explains the intake process, lists required documents, provides directions — often forgetting something and requiring a follow-up email.
With Aeralis
Hi James, Welcome! We're happy to have you as a new patient. Here's everything you need for your first visit on March 20 at 10:00 AM: What to bring: • Photo ID and insurance card • List of current medications (including dosages) • Any recent X-rays or records from your previous dentist (we can also request these for you) Arrive 15 minutes early to complete paperwork, or save time by filling out forms online: [Patient Portal Link] Our office is at 425 Medical Plaza, Suite 200. Parking is free in the garage — take a ticket and we'll validate it. See you soon! [Front Office]
Use the tools you already have
Aeralis works alongside your existing practice management and EHR systems. No complex integrations — just add your key resources as context.
Online scheduling, forms, and account access pages
Coverage explanations, accepted plans, payment policies
Procedure-specific recovery guides and what to expect
Location, parking, hours, and new patient procedures
Questions medical practices usually ask
Is patient information secure with Aeralis?
Aeralis operates entirely within Google's environment and processes email content in real-time without storing it. We don't independently store patient data or PHI. You control what context you provide (like your policy pages or FAQ links), and staff review every response before sending. Aeralis assists with drafting — clinical decisions and sensitive information remain in your existing secure systems.
Does this replace my front office staff?
No. Aeralis handles repetitive drafting so your team can focus on patients who need human attention — complex scheduling, anxious callers, or clinical questions that require professional judgment. Staff review every email before it goes out.
Can I control the tone and accuracy of responses?
Yes. Create separate profiles for different response types — empathetic for post-procedure follow-ups, efficient for scheduling, thorough for insurance questions. You can also add your specific protocols and policies as context to ensure accuracy.
How much setup is required?
Most practices are running in under an hour. Install from Google Workspace Marketplace, create a profile with your preferred tone, and add links to your patient portal, insurance FAQ, and standard policies. No IT department required.
Does Aeralis integrate with my EHR or practice management system?
Aeralis works alongside your existing systems by using links and documents you provide as context — your patient portal login page, insurance information, or procedure guides. It doesn't require direct integration with Epic, Dentrix, or other systems.
What about HIPAA compliance?
Aeralis processes emails within Google's environment without independently storing patient information. The AI helps draft responses based on the context you provide (like your standard policies and procedures), but PHI remains in your secure systems. Staff always review emails before sending.
Give your front desk an inbox co-pilot
Respond to patients faster without sacrificing care. Start free, upgrade when you're ready.
Start with Aeralis