Heyliaa

100+ clinics now run their front desk on Heyliaa
Introducing Heyliaa Clinic Memory

An AI front desk that remembers your clinic.

Heyliaa connects your AI medical receptionist, AI call answering service, AI appointment scheduler, patient intake, secure fax, billing, and custom agents through one shared Memory Layer. Patient context, previous conversations, scheduling rules, clinic workflows, and outcomes carry forward across every interaction instead of resetting after each call.

Book a demo → See how memory works

8 connected AI agents · 300+ EMR / EHR / CRM integrations · Built for medical offices and clinics

Heyliaa Memory
Layer Shared clinic context
Agent 01 AI Receptionist
Agent 02 Scheduling
Agent 03 Patient Intake
Agent 04 ARVO Fax
Agent 05 Marketing
Agent 06 Billing & Claims
Agent 07 Intelligent EMR
Agent 08 Custom Agents
All agents connected through one shared memory
// The problem

Your clinic's context exists. Your AI front desk just can't use it.

Your EMR, phone system, appointment calendar, fax queue, intake forms, and billing workflows already hold valuable information. But most AI receptionists, AI answering services, and automated appointment scheduling systems still operate on fragmented context. The result is an AI front desk assistant that repeatedly asks for information your clinic already knows.

01

The same patient, five times over

One person may appear as "R. Mehta" in the EMR, "Rahul Mehta" in the booking system, a phone number in the call log, and a separate record in a fax or referral. Without identity resolution, an AI medical receptionist or AI phone receptionist cannot reliably connect those records to the same patient.

"Can I get your date of birth again?" — third call this month
02

Every call starts from zero

Your AI receptionist may answer the patient today, your AI appointment scheduler may book them tomorrow, and the intake agent may follow up later. Without shared conversation memory, each interaction becomes another cold start — even when the patient already provided the information.

call ends → context discarded → next agent starts over
03

Scheduling rules live in people's heads

Automated appointment scheduling software cannot rely on calendar availability alone. A provider may not accept new patients on certain days. A follow-up may require 30 minutes instead of 15. Specific referrals may need priority handling. These clinic rules often live with staff rather than inside the AI scheduling assistant.

available appointment ≠ correct appointment
04

Nothing learns from what happened

A referral gets misrouted. A booking type is corrected. A caller is escalated unnecessarily. A fax enters the wrong workflow. Without workflow memory, the same mistakes can repeat across receptionist, scheduling, intake, and digital fax processes.

no outcome memory → same correction → same mistake

The consequence: an AI front desk that handles tasks but never learns your clinic

Whether you use an AI call answering service, virtual AI receptionist, automated patient scheduling software, AI calendar assistant, or digital fax service, disconnected systems force each workflow to rediscover context your clinic already owns. Heyliaa's Memory Layer connects that operational information so its agents can work from the same clinic understanding.

// The Heyliaa difference

The layer between your clinic's data and every agent decision

Heyliaa Clinic Memory sits beneath the AI receptionist, AI appointment scheduler, patient intake, digital fax, billing, and other front desk agents. Information from calls, bookings, SMS, referrals, EMR updates, and staff corrections becomes shared operational context that can be reused across the clinic instead of recreated for every interaction.

01 · Capture

Every channel becomes memory

Heyliaa captures administrative context from the channels your clinic already uses. AI call answering, automated appointment booking, patient intake, fax, SMS, billing, and connected EMR or EHR activity can feed into one persistent operational layer.

  • AI receptionist and AI phone receptionist conversations
  • AI call answering service transcripts and outcomes
  • Automated appointment booking and scheduling activity
  • Inbound digital fax and referral documents
  • EMR / EHR appointment and demographic updates
  • Intake forms, SMS responses, and staff corrections
02 · Resolve

One coherent clinic record

The Memory Layer resolves fragmented information into a structured view of the clinic. Patient identities can be connected across systems, conflicting values can be handled using source and recency rules, and clinic-specific scheduling and referral policies remain available to the agents that need them.

  • Patient identity resolution across clinic systems
  • Duplicate and conflicting record handling
  • Clinic-specific scheduling rules and appointment durations
  • Referral relationships and routing context
  • Chronological front desk interaction history
  • Provenance on remembered administrative information
03 · Recall

The right context, at the right moment

Each AI front desk assistant retrieves only the context relevant to its current task. An AI medical receptionist can use caller history, while an AI scheduling assistant can use appointment rules and previous booking context without loading an entire patient record.

  • Scoped context for AI medical receptionist workflows
  • Context-aware automated appointment scheduling
  • Shared memory across receptionist, intake, and billing
  • Relevant context for secure digital fax workflows
  • Consent and role-aware information retrieval
  • Write-back after interactions with a traceable audit trail

One memory layer for your AI receptionist, scheduling assistant, and automated front desk

Instead of operating as separate point solutions, Heyliaa connects AI receptionist software, AI appointment scheduling, automated patient scheduling, AI call answering, intake, referral, billing, and digital fax workflows through shared clinic context. That means your virtual AI receptionist and AI calendar assistant can work from the same operational understanding of your practice.

// Four kinds of memory

Most AI remembers the patient. We remember the whole clinic.

Patient context alone does not run an AI front desk. A useful AI receptionist, AI appointment scheduler, or automated front desk system also needs conversation history, clinic-specific operating rules, and the outcomes of previous workflows. Heyliaa connects all four types of memory.

Patient memory

One resolved identity across the systems your clinic uses. Heyliaa can connect the administrative context an AI medical receptionist, AI phone receptionist, or scheduling assistant needs — including preferred provider, coverage information, visit history, language preferences, and open referrals.

identity_resolution coverage_state visit_history preferences

Conversation memory

What was said, requested, promised, and resolved can carry across calls, channels, and Heyliaa agents. Your virtual AI receptionist can pass relevant context to the AI appointment scheduler, patient intake agent, or follow-up workflow instead of making the patient explain everything again.

commitments unresolved_asks channel_thread call_context

Clinic memory

◆ our moat

The unwritten operating manual of your practice: provider scheduling rules, appointment durations, referral relationships, escalation paths, payer requirements, and front desk exceptions. An AI scheduling assistant or automated appointment scheduling system can use these rules instead of simply choosing the first available calendar slot.

provider_rules slot_policy escalation_map payer_rules

Workflow memory

Outcomes feed back into the Memory Layer. Staff corrections, booking changes, routing decisions, escalations, and digital fax or referral outcomes become structured signals. That gives the automated front desk system a record of what happened rather than allowing every workflow to repeat the same mistake.

staff_corrections routing_outcomes booking_outcomes escalation_precision

Shared memory across AI receptionist, scheduling, answering, and fax workflows

Heyliaa brings patient, conversation, clinic, and workflow memory together so an AI call answering service, AI front desk assistant, AI calendar assistant, automated patient scheduling workflow, and digital fax system can operate from shared clinic context rather than separate records. For medical offices, that means the front desk can carry relevant information from the initial phone call through appointment booking, intake, referral, and follow-up.

// Compounding effect

Memory makes all eight agents better at once

This is what a shared Memory Layer gives your clinic. Teach the clinic's rules once and every Heyliaa agent can inherit the same operational context — from your AI receptionist and AI appointment scheduler to patient intake, digital fax, billing, and custom agents.

Agent What memory gives it What the patient experiences
Agent 01 AI Receptionist Caller identity, open items, previous conversations, provider preferences, and escalation context. Your AI medical receptionist or AI phone receptionist can recognize relevant prior context instead of making returning callers start over.
Agent 02 Scheduling Slot policy, appointment-type durations, provider rules, scheduling preferences, and booking history. The AI appointment scheduler can support automated appointment booking using clinic-specific rules rather than simply choosing the first available slot.
Agent 03 Patient Intake Information already collected across calls, scheduling, forms, SMS, and connected clinic systems. Patients are asked only for genuinely new information instead of repeating details already provided to the AI front desk assistant.
Agent 04 ARVO — Fax & Referral Referral-partner map, patient identity, prior document history, routing rules, and routing outcomes. Digital fax and referral documents can be connected to the appropriate patient, chart, and clinic workflow.
Agent 05 Marketing Recall gaps, lapsed-patient signals, recent interactions, previous outreach, and consent state. Outreach reflects what has already happened instead of sending reminders or messages that no longer make sense.
Agent 06 Billing & Claims Coverage history, payer-specific rules, previous billing context, and past denial reasons. Billing workflows can use connected administrative context with fewer unnecessary callbacks and repeated information requests.
Agent 07 Intelligent EMR A resolved view of patient, conversation, clinic, and workflow context across connected systems. Staff can access relevant operational information with visibility into where remembered facts originated.
Agent 08 Custom Agents The same shared clinic memory, policies, context, outcomes, and memory infrastructure. New automated front desk workflows can launch with clinic context already available instead of starting from zero.
// The difference

Stateless AI agents vs. an agent that remembers

Typical clinic AI

  • An AI receptionist or AI answering service starts each interaction with limited context.
  • Patients may be asked for information they already provided.
  • Scheduling rules are configured separately across tools.
  • Automated appointment scheduling may rely too heavily on simple calendar availability.
  • AI phone receptionist, intake, and scheduling workflows operate in isolation.
  • Staff corrections can disappear into individual calls, bookings, or transcripts.
  • Digital fax, referrals, and front desk workflows remain disconnected.

Heyliaa with Clinic Memory

  • Persistent memory carries relevant clinic context beyond a single call or session.
  • The virtual AI receptionist can use information already known by the clinic.
  • Clinic scheduling rules can be modelled once and shared with the AI appointment scheduler.
  • Automated patient scheduling can use appointment type, provider, and clinic-specific policy context.
  • AI front desk agents can share relevant context across receptionist, scheduling, intake, billing, and follow-up.
  • Staff corrections and workflow outcomes can become part of persistent operational memory.
  • Digital fax and referral workflows can connect to the same patient and clinic context.

More than automated receptionist software

Heyliaa is designed as a connected automated front desk system, not a collection of isolated tools. An AI call answering service, AI scheduling assistant, AI calendar assistant, automated appointment booking workflow, patient intake process, and digital fax workflow can all use the same operational memory instead of rebuilding context separately.

// For builders

Two interfaces. One clinic story.

Heyliaa Clinic Memory is not just hidden logic inside an AI receptionist or AI appointment scheduler. It is structured infrastructure that can be accessed by Heyliaa agents and custom workflows through a REST API and MCP interface.

A structured memory layer, not disconnected context

Agents can browse a structured representation of the clinic and retrieve only the information needed for the current task. That keeps an AI phone receptionist, AI scheduling assistant, billing workflow, or custom agent from loading unnecessary patient data.

clinic_memory · vfs
clinic/mapleridge-family/
  patients/
    8a4f…/ → resolved identity
      _summary.md
      coverage.json
      conversations/
      open_items.json
      provenance.json
  policies/
    scheduling_rules.md
    escalation_map.json
    referral_partners.json
  outcomes/
    routing_accuracy.json

GET /v1/clinic/…/patients/8a4f/_summary.md
POST /v1/clinic/…/ingest // call, fax, EMR event
GET /v1/clinic/…/provenance?fact=coverage

MCP primitives for connected AI agents

Heyliaa or custom agents can interact with the clinic memory without loading the entire record into context.

browse_clinic

List available patients, clinic policies, queues, workflows, and outcomes.

read_memory

Fetch a patient summary, scheduling rule, conversation thread, or relevant timeline slice.

search_memory

Search across the resolved clinic record using structured and semantic retrieval.

write_memory

Commit a new fact, workflow outcome, booking correction, or staff update with its source attached.

explain_fact

Return the provenance chain behind information used by an AI front desk assistant or other agent.

Every read is consent- and role-scoped. Every write is attributed. Every recall is logged.

Infrastructure for connected front desk automation

This shared memory architecture allows an AI answering service, AI medical receptionist, automated appointment scheduling workflow, AI calendar assistant, patient intake system, digital fax workflow, and custom clinic agents to work from the same operational context instead of maintaining separate copies of patient and clinic data.

// Trust

Memory in healthcare has to be accountable

A system that remembers patient and clinic information carries a higher bar than one that forgets. Heyliaa is designed around provenance, consent, access boundaries, auditability, and secure administrative workflows so AI receptionist, scheduling, fax, and front desk automation can operate with clear controls.

Complete provenance

Every remembered fact can be linked back to its source — such as a call, fax, EMR update, booking, or staff correction — along with the rule used to resolve it.

Trace · explain · audit

Administrative boundaries

Clinic Memory is designed to support administrative workflows. Tasks requiring clinical judgment remain with the appropriate human team rather than being delegated to front desk automation.

Human in the loop

Consent-aware recall

Memory retrieval can be filtered by consent state, staff role, clinic, and workflow so an AI medical receptionist or scheduling assistant only receives the context appropriate to the task.

Scoped · controlled

Clinic-isolated memory

Memory is partitioned by clinic so administrative context is kept within the appropriate practice boundary rather than being mixed across unrelated organizations.

Tenant-isolated
HIPAA PIPEDA PHIPA SOC 2 Encrypted at rest & in transit Full audit logging

Built for secure AI receptionist and healthcare front desk workflows

For clinics evaluating a PHIPA compliant AI receptionist in Canada, an AI medical receptionist in Canada, or healthcare automation that supports HIPAA-conscious workflows, security and accountability matter across every channel. The same applies to digital fax and referral systems, including teams comparing HIPAA compliant virtual fax, HIPAA electronic fax, HIPAA compliant cloud fax service, and secure online fax services for medical operations.

// Start here

Give your AI front desk a memory.

See what changes when your AI receptionist, AI appointment scheduler, patient intake, digital fax, billing, and custom agents stop starting over. Heyliaa connects front desk automation through one shared Memory Layer built around your clinic's workflows.

Book a demo → Start a pilot

AI receptionist · AI answering service · automated appointment scheduling · digital fax · one connected clinic memory