AI Readiness Assessment · Independent primary care, family & internal medicine
Take the first steps toward clinic days that end when clinic ends.
In one call we trace where prior auths, refills, portal messages and phone calls eat your team's day, then hand you a written report on which tools could take that work off them and what each costs, and a 4-day plan your team can follow to turn on the first fixes.
$999 flat · full refund if fewer than 3 tools pass
Not ready? Start with a free 15-minute callWe check every recommendation against the systems you already run.
- Microsoft 365
- eClinicalWorks
Product names and logos are trademarks of their owners. Real Simple Solutions is not affiliated with, endorsed by, or a partner of any of these companies.
Sample report, pages 2 & 8: executive summary and financial impact. Fictional practice.
Built for primary care clinics where admin outgrows the schedule.
This is for physician owners, practice administrators, and office managers who keep hearing about AI but haven't seen it save an hour in their own clinic. You don't need to be technical. You get an AI consultant's answer to one question: what's worth your money?
- Prior authorizations that sit in a queue while staff wait on hold with payers
- Refill requests coming in by phone, fax, and portal, all routed by hand
- Patient portal messages piling up in the provider in-basket
- Chart prep and pre-visit planning done the morning of, or not at all
- Annual wellness visits and chronic-care recalls that only go out when someone pulls a list
- Referral coordination: faxing records out and chasing the specialist's appointment back
It's not a fit if:
- You want custom software built. That's a separate engagement (see Fractional CAIO follow-on).
- You're a solo practice with one main bottleneck. The free 15-minute call will probably get you further.
- You need a compliance or security audit. This assessment looks at your operations. It doesn't certify anything.
Prior auths, refills, phones: the work that follows you home.
These come up again and again when primary care clinicians and staff describe their week.
Prior authorizations eat hours of staff time, even though most get approved.
“It is not unusual for a nurse or medical assistant to spend 45 minutes to an hour on hold on the phone trying to get a single prior authorization.”
Family practice PA, testimony to the Vermont Senate, 2024 The report shows which prior auth, eligibility and claims tools fit your EHR, and what each costs, before you buy anything. No tool changes how many prior auths payers demand. What these tools target is the staff time each one takes.
Refills and portal messages pile up all day, and the rest gets finished after hours.
“for most of us this additional time is entirely uncompensated”
Internist with 36 years in primary care, KevinMD, 2026 We trace where refill and portal requests come in and who touches them. If a routing, intake or delegation tool fits your EHR, it makes the report with its cost, setup time and estimated hours back.
The phones never let up, and the front desk is stretched thin.
“tight but adequate”
Practice leader on support staffing, MGMA Stat poll, 2026 The report scores call-handling, self-scheduling and reminder tools on impact and effort. If one passes, the 4-day plan shows your team how to start with the lowest-effort option. It doesn't assume a new hire.
Quotes are from public posts, testimony and interviews by practice owners and staff. They are not our clients.
We start with your bottlenecks, not with the tool.
Here's what lands in your inbox.
This is a sample built for a fictional practice, so you can see the format before you buy.
ROI from the numbers you gave us
Pages 2 & 8 of 9
AI Readiness Assessment
- Prepared for:
- Sample Practice
- Assessment date:
- March 2026
- Business type:
- 6-provider family medicine clinic, 14 staff
- Primary focus:
- Refills, portal messages, recalls, and referrals
Executive summary
- The pain
- MAs sort refill faxes and portal messages by hand while recalls and referrals wait.
- The outcome
- Faxes and messages land in the right queue, and recalls go out without anyone pulling a list.
Financial impact
- Total monthly tool cost
- $650
- Weekly time returned
- 21 hrs
- Monthly net ROI
- ~$2,100
Illustrative, fictional practice. Net ROI values saved hours at $30/hour, a typical loaded cost for MAs and front-desk staff (wage plus benefits), minus tool cost.
Quick wins, top-left: start here
Impact–effort matrix
Pages 3 & 7 of 9
Impact
Quick Wins
Major Projects
Fill-Ins
Ignore These
Effort to set up
- 1Refill request routing
- 2Portal message triage
- 3Annual wellness visit recall
- 4Outbound referral faxing
- 5Prior auth status calls
- 6Pre-visit chart prep
- 7Post-visit survey texts
- 8Note-closing time
What comes after quick wins
- Prior auth status calls. Automating them needs EHR and payer connections.
- Pre-visit chart prep, built as a template inside the EHR.
Every tool priced and timed
Recommended solutions
Pages 5 & 6 of 9
Refill request routing
AI fax intake that sorts and routes documents
- Cost/month
- $300
- Setup
- 2 days
- Saves (hrs/week)
- 8
- Contract:
- Annual, auto-renews
- BAA:
- Signed BAA offered
Portal message triage
Portal routing rules already in your EHR
- Cost/month
- $0
- Setup
- 1 day
- Saves (hrs/week)
- 4
- Contract:
- Included
- BAA:
- Signed BAA offered
Annual wellness visit recall
Automated recall and reminder outreach
- Cost/month
- $250
- Setup
- 2 days
- Saves (hrs/week)
- 5
- Contract:
- Annual
- BAA:
- Signed BAA offered
Outbound referral faxing
Referral tracking and status follow-up
- Cost/month
- $100
- Setup
- 1 day
- Saves (hrs/week)
- 4
- Contract:
- Month to month
- BAA:
- Signed BAA offered
Didn't pass
AI scribe. Providers at this clinic close most notes the same day, so the per-provider cost would buy back less time than fixing refills and portal messages.
Your 4-day quick-wins plan
- Day one: AI fax intake. Route refill faxes to one queue in the EHR.
- Day two: Portal rules. Turn on message routing by type.
- Day three: Recall outreach. Load the wellness-visit list and train MAs (30 min).
- Day four: Referral tracking. Start tracking open referrals and check the in-basket count.
- Book & pay
- Discovery call (60 min)
- We do the research
- Review call (30 min)
We record the call (with your OK) so the recommendations come from what you said, not from our assumptions. Your written report arrives within 3 business days of the discovery call, and the whole thing takes about 90 minutes of your time.
We check every recommendation against the systems you already run: EHRs like athenahealth, eClinicalWorks, or NextGen, plus your patient portal, phone system, and e-fax. If a tool doesn't work with your setup, it doesn't make the report.
What $999 buys, and what each part is worth to you.
- 60-minute discovery call
- Someone outside the practice maps where the hours actually go, so you stop guessing.
- Written report: 3–7 tools matched to your bottlenecks
- A short list to act on, instead of a dozen vendor demos.
- Impact–effort matrix
- You see what to do first, and what to ignore.
- Cost, setup time and estimated hours back for every tool
- You see what each tool costs, and whether it works with your EHR, before you talk to a vendor.
- The tools that didn't pass, and why
- You also learn what not to buy.
- 4-day plan
- Day by day: what your MAs and front desk sign up for, connect and own, so they can start without a new hire.
- Financial impact from your own numbers
- The math is shown, so you can check it yourself.
- 30-minute review call
- Your questions answered before you spend another dollar.
What the problem already costs
- Physicians report about 40 prior authorizations a week, taking 13 hours of physician and staff time (AMA survey, 2025).
- 36% of practices say at least 11% of calls go unanswered or to voicemail at peak times (MGMA, 2026).
Against that, $999 once.
Fewer than 3 tools pass? You get your $999 back.
Full refund.
A tool passes only if it
- brings in revenue,
- gives your team hours back,
- or improves the patient or client experience,
and only after we've
- priced it,
- timed the setup
- and checked it against the systems you already run.
The report marks every tool pass or fail and shows why. Think a “pass” doesn't hold up? Say so on the review call: if we can't show it meets the test, it counts as a fail. If fewer than 3 pass, ask within 7 days of your review call and you get the full $999 back, no argument.
- The report is yours.
- Use it with anyone, including another consultant or vendor.
- No commissions.
- We don't take referral fees from any tool we recommend.
- No records, no logins.
- We never need patient records, or a login to your EHR or patient portal. You tell us how the work runs.
- Data rule
- Any tool that would touch patient information must offer a signed BAA (business associate agreement), or it doesn't make the report. The report shows each tool's BAA status.
- One mention, no pitch.
- If you want help with bigger projects later, we offer an ongoing Fractional CAIO engagement, and your $999 is credited if you start within 30 days. We bring it up once on the review call, and that's all.See how Fractional CAIO works
Who you're working with
Real Simple Solutions works with clinics across the United States. We augment and automate the admin work around patient care, like refills, portal messages, recalls, and referrals, so your MAs and front desk get their day back.
We work only with clinics and law firms, and every tool we recommend comes priced, timed, and checked against the systems you already run, or it doesn't make the report.
Real Simple Solutions · +1-631-223-7322 · support@realsimplesolutions.ai · Replies the same business day
Not sure yet? Start with 15 free minutes.
Tell us the one thing that eats the most time in your practice, and we'll suggest one tool that could help. There's no report, no cost, and no follow-up sequence.
Questions owners ask before booking
Do you set anything up?
No. We deliver the report and the 4-day plan. Your own team follows the plan to turn on the first fixes, and you sign up with each vendor directly.
Why pay before the discovery call?
The call is the work. What we learn from your answers is what the report is built on. Paying up front also means you get our full attention, not a sales pitch.
What if AI isn't the answer for us?
Then the report says so. Plenty of the best fixes aren't AI at all: a feature your current software already has, better reminders, or a template. Those count as tools too.
Can't I just ask ChatGPT?
For some questions it's a fine start. It can't ask follow-up questions about how your office actually runs, check a tool against your systems, or price the setup. The report is built from your answers, not from a prompt.
Do the recommended tools cost extra?
Yes. You pay each vendor directly, and the report shows every monthly cost and contract term before you sign up for anything.
Will the tools work with the systems we already run?
Checking that is part of the research. If a tool doesn't work with your setup, it doesn't make the report.
What happens to what we tell you?
The assessment is a conversation, not a data transfer. Please keep patient or client details off the call. The recording and transcript are used only to write your report.
How long until I get the report?
Within 3 business days of your discovery call. We schedule the review call when the report is ready.
Who's on the call?
On your side: you, plus anyone who knows where the work piles up, often an office manager, firm administrator or lead paralegal. On ours: the person who writes your report. The same person runs both calls.
Will this actually reduce work, or just move it somewhere else?
That's the right question, and it's how we score every tool. Each recommendation shows the task it takes off someone's plate and an estimate of the hours, worked out from your numbers. If a tool only shifts work to someone else, it doesn't pass.
What about HIPAA?
We never need patient records or EHR access, and we ask that no patient details come up on the call. Any tool that would touch patient information has to offer a signed BAA to make the report. We don't call ourselves or any tool “HIPAA certified”, because no such certification exists.
Do you recommend AI scribes?
Only if documentation is one of your real bottlenecks, and only next to the other options for your EHR. Some clinics get more back from fixing refills or prior auths first. The report shows cost and setup time either way, so you can compare.
Will any of this make clinical decisions?
No. Everything we recommend handles administrative work: routing, reminders, drafting and scheduling. Clinical judgment stays with your providers.
Will we get locked into contracts?
Not with us: $999 once, no retainer. Tool contracts are between you and each vendor, and the report shows each one's monthly cost and contract terms (month to month, annual, auto-renewing) before you sign.
Full refund if fewer than 3 tools pass.
Start on clinic days that end when clinic ends.
Book one call. Leave knowing which admin work could come off your team, what it costs, and a 4-day plan your team can follow to turn on the first fixes.
Or start with a free 15-minute call- $999 flat, paid at booking
- Full refund if fewer than 3 tools pass.
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