A front desk buried in phone calls
Confirmations, reschedules and 'are you open?' calls take the hours your staff could spend with patients in the room.
Software for clinics
Software for clinics that handles intake, confirmations, scheduling and paperwork
Ojastra builds software for clinics: dental, physiotherapy, chiropractic, wellness and other practices that lose hours to front-desk admin. We automate appointment confirmations, patient intake forms, insurance paperwork and scheduling tasks around the practice system you already use, for a fixed price.
A person stays in the loop wherever it matters, patient data stays in Canada when you need it to, and we work with your clinic's privacy lead rather than around them.
Fixed price. You own the code. A working demo every week.
Where front-desk hours go
Paper intake and retyping
Patients fill in clipboards and someone retypes them into the practice system, typos included.
Insurance paperwork
Checking coverage and filling out the same forms for every claim eats time that never shows on the schedule.
No-shows and gaps in the day
Empty slots appear when reminders go out late or not at all, and cancellations never reach the waitlist.
What we build for clinics
Appointment confirmations for clinics
Text and email confirmations, reschedule links and reminders, written in your clinic's voice and sent from your own accounts.
Patient intake forms online
Patients complete forms before the visit, and the answers arrive ready for staff to check and enter into your practice system.
Insurance paperwork automation
Forms pre-filled from the information you already hold, ready for a team member to check and submit.
Clinic scheduling software with waitlists
Cancellations offered to waiting patients automatically, so gaps are filled before the day starts.
Call answering for the front desk
After-hours and overflow calls answered, simple questions handled and booking requests passed to your team. Callers can always ask for a person.
Patient portals
Patients see upcoming visits, forms and receipts in one place.
Privacy, patient data and the human in the loop
Clinics hold some of the most sensitive data a small business ever handles, so we begin with your privacy lead. In Ontario that means working within rules such as PHIPA, and elsewhere in Canada the provincial equivalent. We map what data the project touches, where it's stored and who can see it, and write that down before anything is built.
When your policy requires it, patient data is stored and processed in Canada, on cloud accounts in your clinic's name. We tell you which AI services touch patient data and where, and if one can't meet your requirement we design around it or keep that step manual. We don't claim compliance certifications, and responsibility for compliance stays with your clinic.
AI never gives clinical advice or makes decisions about care. It handles logistics: confirmations, forms, scheduling and paperwork. Staff review anything involving a patient's record or an insurer, and every automated action is logged. We work in person with clinics in the GTA and by video elsewhere in Canada.
What it costs
Fixed prices in Canadian dollars. The blueprint fee is credited in full when you go ahead with the build.
| What you get | Price (CAD) | Typical time |
|---|---|---|
| BlueprintWorkflow map, key screens, fixed quote and build schedule. 100% credited to the build. | $1,500 | About 1 week |
| One automation or integrationCalls answered and booked, quotes from your price sheet, orders keyed into your ERP, two tools synced. | $5K–$12K | 2–4 weeks |
| Internal tool that replaces spreadsheetsOps dashboard, job tracker, CRM, inventory or scheduling. | $12K–$40K | 4–10 weeks |
| Care planHosting, monitoring, fixes and small changes. | From $500/month | Monthly |
Prices are in Canadian dollars. The blueprint lists every service the project touches, and the build price is fixed from it. Your practice system, text-message and AI service fees are billed to you by those providers. See all prices.
How we work
1. Plan
A free written plan within 48 hours, then a one-week blueprint ($1,500, credited to the build) that ends in one fixed price and a schedule.
2. Build
A working link to click every week. Milestone payments, no hourly surprises. Scope changes are priced in writing before we build them.
3. Care
You own the code and accounts from day one. Optional care plan from $500 a month for hosting, fixes and small changes.
Software we built and run
Naina
An AI coaching app we took from idea to paid MVP.
- Upload screenshots, get a score and the top fixes
- Email one-time-code sign-in and a paid pass
- AI output checked by its own test suite
Questions owners ask us
How much does clinic automation cost?
One automation, such as confirmations and reminders or intake forms flowing into your practice system, is typically $5K–$12K CAD over two to four weeks. An internal tool or patient portal is $12K–$60K. A $1,500 blueprint, credited to the build, fixes the price first.
Can patient data stay in Canada?
Yes, when your privacy requirements call for it. We use cloud accounts in your clinic's name in a Canadian region, and the blueprint lists which services touch patient data and where. If a service can't meet the requirement, we design around it.
Do you replace our practice management system?
No. We build around it: confirmations, intake, paperwork and scheduling that work with the system you already use, where it offers a way to connect. If it doesn't, the blueprint says what we can safely do instead.
Do you hold privacy or compliance certifications?
No, and we don't claim any. Your clinic stays responsible for compliance, and we work with your privacy lead, building to the requirements they set and documenting where patient data goes.
Can AI handle patient calls?
For logistics, yes: after-hours and overflow calls, opening hours and booking requests. It doesn't give clinical advice, callers can ask for a person at any time, and urgent matters go straight to your staff.
Can you automate insurance paperwork?
We can pre-fill forms from information you already hold and queue them for a team member to review and submit. A person always confirms before anything goes to an insurer, because forms vary by insurer and mistakes cost you time.
How long does it take?
A single automation takes two to four weeks, an internal tool four to ten and a patient-facing app six to twelve. You click through working versions every week.
Related
Tell us the problem. Get a written plan in 48 hours.
No call needed. You get the approach, a price range and a timeline in writing, free.