AI FOR DERMATOLOGY PRACTICES · DONE FOR YOU BY ASTRA AI Close every loop. Fill every slot. Keep the clinical decisions human.
Astra AI designs, installs and runs a team of 18 AI agents built for dermatology. They answer inquiries, book the right visit, track every biopsy until it is communicated, and bring patients back. They never give medical advice.
Where a dermatology practice quietly loses time and money.
- The long wait. New patients wait. In a 2017 Merritt Hawkins survey, the average wait to see a dermatologist was about a month in big cities. Today’s wait may differ. The point is that every extra day gives a patient time to choose someone else.
- The late cosmetic inquiry. A cosmetic inquiry arrives at 10pm and gets an answer on Thursday.
- The biopsy in limbo. A biopsy goes out. Somewhere between the lab and the patient, a result sits.
- The recall nobody sent. A skin-check recall never gets sent.
- The prior authorization. A prior authorization eats an afternoon.
Your team is good. They are doing the work of six.
Why we built it like a team
We build software that gives AI a memory. That is what MIND is.
In medicine the stakes are different, so we start with the limits. What must the AI never do? Give medical advice. Read a lesion. Tell a patient a result.
Then we ask what a great front office does for a dermatologist. It routes the right patient to the right visit. It makes sure no biopsy falls through the cracks. It gets the cosmetic patient back at the right time.
So we design the team that way. Eighteen roles. Each with one job and a human it reports to. One shared memory. Separate accounts and permissions for each role, set up on purpose.
You have a practice to run. We build it, we run it, and we keep it running. You stay the doctor.
Meet your AI team
Get New Clients
- New-Patient Inquiry Agent: Answers every web, chat and text inquiry in seconds and offers appointment times. Works in: Website forms, Google Business Profile messages, ModMed EMA, Nextech, EZDERM, PatientNow, Pabau. You approve: Your administrator approves reply templates once. Clinical questions go to staff.
- Missed-Call Text-Back Agent: Texts back anyone whose call was missed or came after hours. Works in: Your practice phone system, scheduling system. You approve: Texts go only to numbers with consent or an inbound call. STOP is honored.
- Cosmetic Consult Lead Agent: Handles cosmetic inquiries (injectables, lasers, peels), explains the consult process and your published prices, and books the consult. Works in: Your website, RealSelf leads, Instagram and Facebook messages, PatientNow, Pabau. You approve: The physician approves every price and offer. The agent never recommends a treatment.
- Local Search and Directory Agent: Keeps Google Business Profile and directory listings accurate and drafts review replies. Works in: Google Business Profile, RealSelf, Healthgrades, your website. You approve: Your administrator approves any public reply that touches care.
- Referral-Source Outreach Agent: Keeps in touch with referring primary care and urgent care offices. Works in: Your practice contact lists, email. You approve: The physician approves the messages. No patient information goes into outreach.
Win the Deal
- Triage and Scheduling Agent: Routes the patient to the right visit type (medical, cosmetic, skin check) by your rules and books it. Urgent words go straight to a human. Works in: ModMed EMA, Nextech, EZDERM, Google Calendar. You approve: Your medical director sets the routing rules once. Every urgent flag is a human call.
- Insurance Eligibility Agent: Verifies benefits before the visit and summarizes them for the front desk. Works in: Practice management system, payer portals, clearinghouse portal. You approve: The front desk confirms before quoting a patient.
- Consult-to-Treatment Follow-Up Agent: Follows up after cosmetic consults with the practice’s own information and booking links. Works in: PatientNow, Pabau, text, email. You approve: The physician approves the message set. No treatment advice.
- Pre-Visit Intake Agent: Sends intake forms and photo-consent forms and checks they are complete. Works in: Practice management system, digital forms. You approve: Staff reviews the health history before the visit.
Serve and Keep Clients
- Reminder and No-Show Agent: Sends reminders, handles confirm and reschedule replies, and offers freed slots. Works in: Scheduling system, text, email. You approve: Content is minimum-necessary: date, time, location. No diagnosis in a text.
- Results Loop Tracker: Tracks every biopsy and lab sent out and flags any result not reviewed or not communicated. Drafts the task for staff. It never tells a patient a result. Works in: Practice management system, pathology lab portal. You approve: A clinician reviews results. A clinician or staff member calls the patient.
- Skin Check Recall Agent: Contacts patients due for their follow-up skin exam per the physician’s recall rules. Works in: Scheduling system recall reports. You approve: The physician sets recall intervals once.
- Aftercare and Rebook Agent: Sends the practice’s own aftercare instructions and cosmetic rebook reminders at intervals the physician sets. Works in: PatientNow, Pabau or your scheduling system, text, email. You approve: Interval and wording come from the physician. Symptom replies go to staff.
- Review and Reputation Agent: Asks satisfied patients for Google reviews. It never posts one. Works in: Google Business Profile, text, email. You approve: It never offers anything for a review and never asks for a specific rating.
Back Office and Owner
- Prior-Auth and Claims Follow-Up Agent: Assembles prior-authorization packets from the chart notes staff select and tracks open claims. Works in: Practice management system, payer portals. You approve: Your billing person and physician approve and sign every submission.
- Photo Consent and Marketing Authorization Agent: Checks that a signed HIPAA authorization is on file before any patient photo is used in marketing. Works in: Practice management system, digital forms, marketing drafts. You approve: No photo is used without a signed authorization. The physician approves each use.
- HIPAA Guardrail and Audit-Log Agent: Screens other agents’ drafts for patient information that should not be there, keeps an access log, and flags anything odd. Works in: All agent drafts, logs in MIND. You approve: Your privacy officer reviews the flags.
- Owner Briefing Agent: Sends a daily briefing: schedule gaps, new inquiries, results not yet communicated, prior auths pending and reviews. Works in: Practice management system, email. You approve: You choose what to act on.
How the agents work together
- Cosmetic inquiry to treatment: Instagram or web inquiry → Cosmetic Consult Lead Agent → Photo Consent check, if photos are shared → Triage and Scheduling Agent → Pre-Visit Intake Agent → Reminder and No-Show Agent → Consult-to-Treatment Follow-Up Agent → Aftercare and Rebook Agent
- Referral to first visit: Referral arrives → New-Patient Inquiry Agent → Insurance Eligibility Agent → Triage and Scheduling Agent, urgent words go to a human → Pre-Visit Intake Agent
- Biopsy loop closed: Specimen sent → Results Loop Tracker watches the lab → Result lands → A clinician reviews it → Staff or a clinician calls the patient → Tracker closes the task → Overdue items show up in the Owner Briefing Agent’s morning list
- Skin check that comes back: Recall due → Skin Check Recall Agent → Triage and Scheduling Agent → Reminder and No-Show Agent → Review and Reputation Agent
- The marketing safety loop: Marketing draft → Photo Consent and Marketing Authorization Agent → HIPAA Guardrail and Audit-Log Agent → The physician approves → It posts
A day with your team
- 7:00 am Owner Briefing Agent sends schedule gaps, new inquiries, results not yet communicated and prior auths pending.
- 7:30 am Insurance Eligibility Agent checks today’s and tomorrow’s patients.
- 8:00 am Pre-Visit Intake Agent flags forms and photo consents still missing.
- 10:00 am Reminder and No-Show Agent confirms tomorrow. A cancel opens a slot, and the Triage and Scheduling Agent offers it.
- 12:00 pm Missed-Call Text-Back Agent texts the calls that came in during lunch.
- 2:00 pm Results Loop Tracker lists every result that landed, so staff can close the call-back.
- 4:00 pm Consult-to-Treatment Follow-Up Agent follows up on this week’s cosmetic consults.
- 6:00 pm Prior-Auth and Claims Follow-Up Agent queues packets for billing to review.
- 9:00 pm Cosmetic Consult Lead Agent answers the late-night inquiry and offers morning times.
Works with what you use
ModMed EMA, Nextech, EZDERM, PatientNow, Pabau, Google Business Profile, RealSelf, Healthgrades, Google Calendar, Outlook, Your clearinghouse portal. Runs on the AI you already use: Grok Bot, Muse, Dots, Hermes, OpenClaw or Claude.
How deep each tool connects is scoped on your call.
Built for dermatology practice rules
- Business associate agreements: any vendor that handles patient information for your practice needs a business associate contract first. The agents only work in tools covered by one. Where there is none, they do not touch patient information in that tool.
- Photos and marketing: before-and-after photos and patient stories for social media or your website need a signed authorization, separate from treatment consent. No photo is used without one. Your counsel confirms how this applies to your state.
- Minimum necessary: reminders carry only the practice name, date, time and reply options. Never a diagnosis, procedure, lesion location or result in a text or email.
- Urgent words: words like "bleeding," "spreading" or "changing mole" trigger an immediate handoff to staff, and the patient is told how to reach urgent care.
- Results: the Results Loop Tracker only tracks. Clinicians communicate results, and your own policy governs timing.
- Appointment texts: reminders go to the number the patient gave, name the practice, stay short, and honor opt-outs at once. A reminder with a promotion in it counts as marketing.
- Promotion texts: cosmetic offers need prior written consent, and the agents log it.
- Email: every marketing email carries a real sender, a physical address and a working unsubscribe.
- Reviews: the Review and Reputation Agent only asks real patients. It never writes a review and never pays for one. Cosmetic testimonials are not made up or edited.
- State rules: cosmetic offers, prices, titles and before-and-after content follow your state medical board and supervision rules. These vary widely, so your counsel confirms for your state.
- AI vendors: some AI providers sign business associate agreements only on certain tiers. We use only tiers with a signed agreement for any patient information.
- This is not legal advice. Your privacy officer and counsel make the final call on your rules.
What it is worth, and what it costs
- Front Desk Desk ($5,023.06/mo): Answers, routes, books and reminds. Receptionists $18.27/hr x 173 hrs x 100% = $3,160.71. Customer service representatives $21.53/hr x 173 hrs x 50% = $1,862.35.
- Insurance, Authorization and Billing Desk ($5,934.64/mo): Handles benefits, prior auths, claims and forms. Medical secretaries and administrative assistants $45,930/yr / 12 x 100% = $3,827.50. Bookkeeping, accounting and auditing clerks $24.36/hr x 173 hrs x 50% = $2,107.14.
- Patient Coordination Desk ($3,762.75/mo): Keeps patients moving and loops closed. Medical assistants $21.97/hr x 173 hrs x 50% = $1,900.40. Customer service representatives $21.53/hr x 173 hrs x 50% = $1,862.35.
- Marketing Studio ($7,455.01/mo): Writes, designs, measures, and checks authorizations. Writers and authors $36.98/hr x 173 hrs x 50% = $3,198.77. Graphic designers $30.27/hr x 173 hrs x 50% = $2,618.36. Market research analysts $37.87/hr x 173 hrs x 25% = $1,637.88.
- Owner Back Office ($4,693.49/mo): Keeps the privacy log and the daily view. Medical and health services managers $59.55/hr x 173 hrs x 25% = $2,575.54. Management analysts $48.97/hr x 173 hrs x 25% = $2,117.95.
- Industry Architecture and Agent Design ($1,958.80 one-time): Choosing the 18 roles, the handoffs and the approval points for your practice. Management analysts, 40 hrs x $48.97.
- Integration and MIND Memory Build ($5,155.20 one-time): Connecting your EHR or practice system, phones, forms and email, and loading your contacts and history into MIND. Software developers, 60 hrs x $64.44 = $3,866.40, plus 20 hrs x $64.44 = $1,288.80 for the memory load.
- Prompt and Routine Library ($1,479.20 one-time): The message sets, scripts and daily routines every agent runs, including the urgent-words handoff list. Writers and authors, 40 hrs x $36.98.
- Compliance Guardrail Build ($725.76 one-time): Minimum-necessary templates, the photo-authorization check, consent logging, opt-out handling, a business associate checklist and an audit log. Not legal advice. Paralegals and legal assistants, 24 hrs x $30.24.
Total value: $36,187.91. $2,500/month · AI running costs billed at cost · cancel any time
Value is what it would cost to hire the closest roles at national median pay (U.S. Bureau of Labor Statistics, May 2025), at the share of a full-time role the agents cover. One-time lines use the same wages as a low stand-in for consultant time. It is not a promise of results.
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Who it is for
- Dermatologists who own or run a practice.
- Medical, cosmetic or mixed practices.
- Practices with long new-patient waits, a busy cosmetic book, or a front desk stretched thin.
Who it is not for
- Anyone who wants AI to give medical advice, read photos or deliver results. We will not do that.
- Anyone looking for a free trial or a guarantee. We offer neither.
- Anyone who cannot name who owns privacy at the practice.
Frequently asked questions
How do dermatology practices use AI?
Most dermatology practices start with one AI tool, like a chatbot or a writing assistant. The bigger gain comes from a team: 18 agents that each own one job, such as triage and scheduling, cosmetic consult follow-up, skin check recall and asking for reviews. They share one memory in MIND, so nothing restarts from zero. Astra AI designs that team for your office, installs it on the AI you already use and runs it every month. A licensed person on your team approves anything clinical.
What does the AI cost to run?
The $2,500 a month is our management fee. What the AI itself costs to run is billed separately, at cost. It depends on text, email and file volume. We estimate it with you before you start.
Do I have to switch my EHR?
No. We work in the system you already use.
Is it HIPAA safe?
The agents are designed around HIPAA rules: minimum-necessary messages, a signed authorization before any patient photo is used in marketing, and patient information only goes into tools covered by a signed business associate agreement. We do not claim any tool is certified. Your privacy officer and counsel make the final call.
Can the AI tell patients their results?
No. It tracks that a result was reviewed and communicated. A clinician or staff member talks to the patient.
Can it look at a photo of a mole?
No. Anything clinical goes to your team, and urgent words trigger an immediate handoff.
Does it work for cosmetic and medical?
Yes. Same 18 roles, set up for the mix of your practice.
Who owns my data?
We go over what is stored, where, and what happens if you cancel on your first call, before you commit to anything.
Is there a guarantee or a pilot?
No. We do not offer free pilots, refunds or guarantees. What you get is a team designed for your practice, installed, and run by us. You can cancel any time.
See your AI team.
Enter your email and pick a time. We will show you which of the 18 roles fit your practice.
$2,500 a month management fee. What the AI itself costs to run is billed separately.