Getting started

What HealOS does

HealOS is a set of AI products for a medical practice. You buy the ones you need and they share one account, one patient list and one login at app.healos.ai. | Product | What it does | Where it lives | |---|---|---| | AI Scribe | Records the visit and writes the clinical note in your template. Suggests ICD-10 and CPT codes. | Record in the sidebar | | AI Frontdesk | Answers your phone 24/7 in a natural voice: books, transfers, takes messages, texts intake forms. | AI Frontdesk | | AI Interpreter | A live interpreter for a two-language visit, with a transcript and a note afterwards. | AI Interpreter | | AI Benefit Verification | Runs eligibility and benefits checks against payers, one patient or a whole schedule. | Benefits Verification | | AI Prior Auth | Reads the chart, drafts payer-portal answers, and fills the portal after a human approves them. | Prior Auth | | AI Claim Management | Submits professional, institutional and dental claims, tracks status, works denials. | Claims | | AI Fax & Referrals | Receives faxes, reads them, links the patient, files the document into the chart, tracks referrals. | Fax Inbox and Referrals | | Evidence | Answers clinical questions from your own uploaded documents and a built-in catalog. | Evidence | AI Scribe, AI Interpreter and Evidence are open to every user on the account. The others are unlocked per practice, and a practice admin decides which teammates get them — that is why a colleague can see a product you cannot. Where to start - Documenting visits: Record a visit. - Answering the phone: AI Frontdesk setup checklist. - Nothing set up yet: Create your account and practice. Building against the HealOS API instead? The developer reference is at docs.healos.ai.

Create your account and practice

Most practices finish this in about fifteen minutes. 1. Sign up. Go to app.healos.ai and choose Sign up. You can use Google, Apple or an email address. There is no phone-number sign-up; you verify a phone in step 3, and after that phone sign-in works. 2. Complete your profile. Enter your Specialty, first and last name, and Title (MD, NP, DO…). Specialty shapes every note that HealOS writes, so be exact — if your sub-specialty is not listed, choose Other and type it, for example "Hand Surgery". 3. Verify your phone. Enter the number and the six-digit SMS code. It can take up to a minute. 4. Tell us about the practice. Number of clinicians, and What is your EHR? Choose "I don't use an EHR" or "Other" if yours is not on the list. 5. Create or join the practice. Enter the Practice name and add colleague emails. If somebody already invited you, you will see "You've been invited" instead — click Accept and you land in their practice rather than starting a new one. 6. Set your defaults. Open Account Settings in the sidebar and set at least Transcript Language (the language spoken in your visits), Default Template and Default AI Model. Click Save Changes. Two things worth getting right on day one - Transcript Language. This is the single most common cause of a note that reads wrongly or comes out in the wrong language. Set it before your first real visit. - Join, don't duplicate. If your practice already has HealOS, accept the invitation rather than signing up fresh. A second practice cannot see the first one's patients, templates or sessions, and merging them afterwards means asking us to move data. Next: Add your team, or go straight to Record a visit.

Add your team and grant product access

Invite someone A practice admin invites teammates from the organization settings. The invitee gets an email with an Accept link; accepting puts them in your practice with your templates and patients, not a new one. Why a teammate sees "this isn't enabled for your account" AI Scribe, AI Interpreter and Evidence are open to everyone on the account. AI Frontdesk, AI Fax & Referrals, Benefit Verification, Prior Auth and Claims are granted per person. When someone signs in and a product is greyed out or says it is not enabled, that grant has not been made yet. - If you are the admin: grant that person access to the product. - If you are the admin and cannot find the setting, or the practice has not purchased the product yet, contact support and say which person and which product. Seats Paid products count seats. If every purchased seat is assigned you will see "All purchased seats are assigned — revoke one or add a seat". Revoke a seat from someone who no longer needs it, or add one under Subscription. Revoking a seat does not delete anything that person created. Removing someone Practice admins remove members from the organization settings. Their notes, calls and tasks stay with the practice. If you cannot find the option, ask support — do not delete the person's own login, because that does not release the seat. Providers are not logins In AI Frontdesk you also list Providers, so tasks can be assigned and refill or urgent notifications can be texted or emailed to them. A provider does not need a HealOS login to receive those. Spell provider names exactly as your EHR spells them; a typo is the usual reason a task does not auto-assign.

Sign-in problems

"This account is already linked to a different identity" You are signing in with a different method than the one you signed up with. HealOS keeps one identity per account: Google, Apple, email and password, or phone. Use the original method. If you no longer have it, contact support and we can merge the identities — tell us the email address and both methods you have tried. The password reset email never arrives Three usual causes: - The account was created with Google, Apple or phone, so it has no password to reset. Use the button you originally signed up with. - The mail went to spam. Look for mail from auth.healos.ai. - You used Apple's Hide My Email, so the relay address is not the one you are checking. Contact support. The SMS code does not arrive Wait a full minute, confirm the country code, and try Resend. Numbers that block short codes, or a phone on a foreign SIM while roaming, sometimes never receive it — contact support and we will verify you another way. You can sign in but the practice looks empty You are probably in a second practice you created by signing up instead of accepting an invitation. Check the practice name in the sidebar. Contact support to be moved into the right one. A teammate cannot get in at all Ask them to try a private window (to rule out a stale session), then check whether they are using the method they signed up with. If they still cannot, send us their email address and the exact message they see, including anything after "code:" — it points us at the cause immediately.