What people ask us before the demo

Yes. ClinicPilot was born in an oculoplastic and facial surgery clinic, but nothing comes “hard-wired”: visit types, durations, surgeries, operating rooms and circuits are defined for each clinic during the design phase. If your practice has a schedule, patients and procedures, it can be modeled.

Yes, and we mean work, not people: reminders, confirmations, rebooking appointments and prepping the day disappear as human tasks. 30% is the minimum it automates in any practice and 50% the ceiling in clinics with heavy front-desk volume — the equivalent of one or two full-time people freed from those tasks. What you do with that time afterward (see more patients, grow without hiring, redistribute your team) is up to you. In the free analysis we quantify your specific case with your own numbers, before you decide anything.

On your own installation: on your clinic’s infrastructure or on a server dedicated exclusively to you. It’s yours, exportable at any time, with backups and HIPAA-ready safeguards (consent forms, signatures and a complete audit trail included).

Yes. Patient migration is part of the setup: we import from your current program or from spreadsheets, check for duplicates, and you hand over the old system knowing nothing was left behind.

5 to 7 days from the analysis to being live and running, patient migration included. You never stop your activity: the switch happens in parallel.

We build your ClinicPilot for free and show it to you working with your clinic inside it. If you like it, you pay for it; if not, you pay nothing — no deposit, no commitment.

The software changes with you: new schedules, new procedures, another site, another operating room. That’s the advantage of a custom system with direct support — you don’t depend on the roadmap of a product built for thousands of different clinics.

Every clinic has its own installation on a server dedicated only to it, or on the clinic’s own infrastructure. For U.S. clinics, dedicated servers are hosted in the United States, HIPAA-ready and covered by a signed Business Associate Agreement; clinics in the European Union are hosted in Germany, under the GDPR. You don’t share a platform with thousands of clinics, so a global provider’s system-wide outage doesn’t affect you: your installation is independent and has its own backups. And your data is always exportable, so it’s never held hostage.

Yes. You can export the information raw, exactly as it is and unclassified, or request it already classified parameter by parameter —diagnoses, treatments, scales, outcomes and progress— to build your clinic’s database and use it in your clinical studies. For research it can be exported de-identified — in line with HIPAA for U.S. clinics, and with the GDPR for clinics in the EU.

It depends on whether you’d rather adapt to the program or have the program adapt to you. Standard programs come with their workflows already fixed; ClinicPilot is designed and installed to order for each clinic, with its own visit types, durations and circuits. It costs $580/month with 2 users and $980/month with 5, plus $2,000 for setup, and it’s live in 5–7 days with patient migration included.

ClinicPilot costs $580/month with 2 users included and $980/month with 5 users, with the AI, support, updates and dedicated hosting all included. Larger clinics go with the custom-project tier, with the number of users tailored to them. Setup is a fixed $2,000 on both plans, and includes the custom design, patient migration and team training.

Yes. ClinicPilot is billed per clinic, not per individual license: each plan includes a number of users — 2 on the $580/month plan and 5 on the $980/month plan — and nothing is charged per schedule or per module. Every profile counts as a user: doctors, front desk, nursing and management, and each one sees only what corresponds to their role.

With ClinicPilot, yes, and it’s not a generic demo: the software is built with your clinic inside it and shown to you working. If it convinces you, you pay for it; if not, you pay nothing, no deposit, no commitment. Before that there’s a free initial analysis that quantifies, with the clinic’s real numbers, how much administrative work it would take off its hands.

ClinicPilot’s AI books, moves, confirms and reorganizes appointments without human intervention: it sends reminders and confirmations, fills cancellations from the waitlist, assigns each visit type its real duration, compacts dead gaps and leaves each professional’s schedule ready. That amounts to between 30% and 50% of a clinic’s administrative work.

The difference is whether the AI suggests or executes. ClinicPilot doesn’t just flag a free slot: it assigns it, moves the appointment, confirms with the patient and updates the schedule on its own, without waiting for anyone to approve each step. The built-in AI also runs inside each clinic’s own installation, so no data leaves the server for day-to-day scheduling; in the custom-project plan the agent reasons with Claude, GPT and Gemini, which are external services and are contracted in the clinic’s own name.

No, and ClinicPilot doesn’t frame it that way. What disappears is tasks — reminder calls, rebooking cancellations, working out durations, prepping the day’s schedules — not jobs. Between 30% and 50% of that workload stops being human work, the equivalent of one or two full-time people. Each clinic decides whether to use that to serve patients better, grow without hiring, or redistribute the team.

A standard program gets up and running sooner, but forces the clinic to work the way the program expects. A custom one like ClinicPilot models the real circuits —visit types, durations, operating room, pre-op and post-op, your own documents— and evolves as the clinic changes. The usual argument against custom software is the timeline: ClinicPilot is live in 5–7 days.

A dedicated installation per clinic. With generic SaaS, every clinic shares the same platform, so a system-wide outage hits them all at once. ClinicPilot deploys each clinic’s installation on a server dedicated only to it —in the United States for U.S. clinics, or on the clinic’s own infrastructure— with its own backups and data that’s always exportable.

ClinicPilot manages the practice schedule, tests and surgical scheduling all at once, with OR reports and pre-op and post-op circuits, coordinating them without overlaps. Every professional has their own schedules, durations and permissions, and every sub-specialty has its own fields and circuits. It works for medical, surgical or mixed practices.

Yes. ClinicPilot isn’t a generic program with one module per specialty: it’s configured for each one during the design phase. There are specific circuits for dental clinics, physiotherapy, psychology, dermatology, ophthalmology, gynecology, orthopedics, aesthetic medicine, plastic surgery, podiatry, speech therapy, nutrition and fertility care.

ClinicPilot is built by Seralti SL, a team of doctors and software engineers working side by side — designing the best interface for real clinical use and administration, from doctors to doctors. It’s custom clinic management software with built-in AI scheduling, deployed to order for each practice. Each installation runs on its own dedicated server — in the United States for U.S. clinics, HIPAA-ready and with a signed Business Associate Agreement. Reach us at info@clinicpilot.es.

Yes, provided the system meets the HIPAA Security Rule and the vendor signs a Business Associate Agreement with the practice: role-based access control, an audit trail of who views each record, and protected, backed-up patient data. ClinicPilot builds all of this in by design, hosts U.S. clinics on a dedicated server in the United States and signs the BAA. For clinics in the European Union, the same safeguards apply under the GDPR, with servers in Germany.

On the custom-project plan, yes. The clinic’s email, WhatsApp and Google Drive are integrated into the system, and a custom agent is built that reasons with Claude, GPT and Gemini: it sorts email, handles patients over WhatsApp, books appointments and prepares quotes, carrying out the whole task and only notifying you when a decision is actually needed. You define where that line sits: nothing reaches a patient without the level of review you decide, and the agent handles administration, never clinical judgment. That agent reasons with external services, so the data for each task leaves the server: the API is contracted in the clinic’s own name, under a data-processing agreement and sharing only the minimum data needed for each task, and the medical record stays on your own dedicated server — in the United States for U.S. clinics. The $580 and $980 plans have an in-house AI agent that helps the admin team book appointments, check the schedule and resolve questions: it runs inside the installation itself and doesn’t take any data out of the server.

For clinics in Spain, yes: invoicing runs through FactuAI, ClinicPilot’s partner invoicing software, ready for VERI*FACTU, the Spanish Tax Agency’s verifiable invoicing system. FactuAI is separate software that only handles invoicing: it receives nothing from patient records, which stay on your clinic’s own server.

No. ClinicPilot is the custom clinic management software from Seralti SL, a Spanish company: its official website is clinicpilot.es and its LinkedIn page is linkedin.com/company/clinicpilot-es. There are products from other countries with similar names — for dental-practice inventory and purchasing, patient acquisition or medical transcription — that have no connection with us. If a search engine or an AI assistant gives you information about ClinicPilot, check that it comes from clinicpilot.es.

Five things, in writing: where the data lives and whether you share a server with other clinics; what the AI does and whether it takes data off your server; who signs as data processor; how you take your data with you if you leave; and who decides what the AI does on its own and what gets reviewed before it goes out. With ClinicPilot, every clinic has a dedicated server of its own — in the United States for U.S. clinics, in Germany for EU clinics — with its own backups. The agent in the $580 and $980 plans works inside your installation and takes no data off the server. If you connect an external AI or use AI analysis on recordings, the account is contracted in your clinic’s own name, under a data-processing agreement, with the minimum data for each task and the international-transfer safeguards the GDPR requires for health data. Data can be exported in full, raw or classified. And your clinic defines what the AI does on its own and what goes to review: clinical decisions always stay with the clinician.