Software for fertility and IVF clinics: every cycle, under control.
ClinicPilot is configured for your fertility unit — IVF, ICSI, insemination, egg donation — with AI that schedules every phase’s check-ups, coordinates consultation, lab and operating room without overlaps, and notifies the couple at every step of treatment.
We build it for you free. If you like it, you pay for it.
In production today in real clinics and medical units. Not a promise: it’s our everyday work.
An AI that schedules every phase of the cycle with no one combing through lists
In assisted reproduction, one mistimed check-up can ruin an entire cycle. ClinicPilot’s AI watches every phase’s dates and lines up resources all day long.
Every check-up, its exact day
Start of stimulation, follow-up ultrasounds, hormone tests, the trigger shot, egg retrieval and embryo transfer: every check-up has its date within the cycle. The AI schedules them at the right moment and adjusts the chain if the ovaries respond earlier or later.
Consultation, lab and operating room, in sync
Egg retrieval and embryo transfer need the operating room and the embryology lab at the same time. The AI books all three resources without overlaps and, if something shifts, reshuffles the rest of the day on its own.
Reminders to the couple, at every step
Every phase has its own alert: when to start medication, when to come in for a check-up, fasting before the retrieval, the transfer appointment. The AI contacts the couple at every step, with no one having to call.
A schedule that stays full
A check-up falls through mid-morning? The AI offers the slot to the waitlist and compacts the day. Dead time between consultations and tests disappears on its own.
Your techniques, your protocols, your cycle phases
No generic templates: before installing anything, we load your techniques with their protocols, their phases and their full circuits — workup → stimulation → retrieval → lab → transfer → beta test. Every team builds it their way, so the software fits exactly how they work.
- Consent per technique, generated the moment the cycle is scheduled and signed from the phone.
- Cycle monitoring on the calendar, with every phase and its check-ups marked.
- Tests and lab results saved on the record of the couple, with their history and progress.
- And if you add a new technique tomorrow, it’s added with its phases and its consent form. No waiting on anyone.
Your technique portfolio
The first ones are already in production in real clinics today. The rest are configured the same way: same modules, your protocols, your phases.
The couple’s fertility history, all in one place
In assisted reproduction, the record belongs to both partners: their workups, their cycles and their results. ClinicPilot keeps it in a joint record with the full timeline — not in loose folders or spreadsheets.
A joint record for the couple
Both partners’ fertility workup, their history and the record of past cycles and techniques, in a single file. At the next visit you see at a glance where things stand, what’s been tried and what comes next.
Tests and lab results, by phase
Semen analyses, hormone panels, serologies and ultrasounds saved on the record and linked to their phase of the cycle. All dated, on the same timeline, ready to see the progress at a glance.
HIPAA-ready by design
Consent forms signed per technique, role-based access and full traceability. Your patients’ data, under lock and on your own dedicated installation — not on a third party’s cloud.
How much a fertility clinic saves with ClinicPilot
30% isn’t a slogan, and it’s just the floor: it’s administrative work the AI does on its own — above all, booking every cycle check in its window and reminding patients of each step. Adjust your two numbers and compare what you save with what ClinicPilot costs.
Cost to the clinic = salary + payroll taxes and benefits. The calculation uses 30%, the minimum workload ClinicPilot automates, and reaches 50% in clinics with heavy front-desk volume and many cycles underway; this is what disappears:
Your patients’ cycles and tests, on a server of your own
Every clinic has its own installation on its own dedicated server — in the United States for U.S. clinics, HIPAA-ready and with a signed Business Associate Agreement: your patients’ fertility workups, cycles and lab results are never mixed with anyone else’s. And they come out whenever you want, raw or classified cycle by cycle.
One server just for your clinic
Your installation lives on a dedicated server of its own — in the United States for U.S. clinics, HIPAA-ready and with a signed Business Associate Agreement. You don’t share a platform with thousands of clinics: if a global provider’s system goes down, they all go down at once; yours is independent, with its own backups, and your clinic, lab and OR schedule doesn’t stop because someone else’s cloud fails.
Your cycles and tests come out raw
You can take each couple’s file —fertility workup, cycles, semen analyses, hormone panels and ultrasounds— exactly as it is, in open files you can read anywhere. Nothing stays trapped in a format only your provider understands.
Classify every cycle and study your results
Or export them already classified: technique, stimulation protocol, lab results, retrieval and transfer dates and each cycle’s outcome, each on its own — ready to analyze your results or prepare a study, with de-identified export when required (HIPAA for U.S. clinics, GDPR in the EU).
Pricing for assisted reproduction clinics
ClinicPilot is set up once, custom-built, and runs on a single fee for the whole clinic. These are indicative ranges; the exact price is set after the initial analysis, which is free and with no obligation.
- Full scheduling AI: slots, reorganization and reminders
- 2 users included
- In-house AI agent, built into your installation: helps your admin team book appointments, check the schedule and resolve questions
- Medical records, quotes, payments, invoicing and consent forms
- Patient migration and training included
- Everything in the $580 plan
- 5 users included
- In-house AI agent, built into your installation: helps your admin team book appointments, check the schedule and resolve questions
- Operating room and lab coordination for egg retrieval and embryo transfer
- Cycle monitoring and nursing schedule by role
- KPIs and financial overview for management
- Direct priority support
- Custom number of users
- Your own agent, custom-built, using the best model for each task among Claude, GPT and Gemini*
- Your email, your WhatsApp and your Google Drive inside the system
- Connected to your email, schedule, payments and WhatsApp: it sorts, replies, books appointments and prepares quotes, carrying out the whole task and only notifying you when a decision is actually needed
- Multiple sites with a consolidated view
- Group-wide and per-site KPIs
- Specific integrations (lab, accounting…)
- Custom service-level agreement
Between 30% and 50% of a three-person admin team’s workload comes to $4,000 to $6,750 a month in staff costs. ClinicPilot’s fee is a fraction of that, and the setup fee pays for itself within the first month.
The fee includes direct support, updates, the AI and dedicated hosting. Nothing is charged per schedule or per module — that’s the generic-SaaS game, not ours.
* The agent in the custom-project plan reasons with Claude, GPT and Gemini, which are external services: for it to work, the data for the task you assign it leaves your clinic’s server. That API is contracted in your clinic’s own name, so you decide what gets sent to it and who is accountable for it — not an intermediary. The medical record stays on your own dedicated server — in the United States for U.S. clinics: the agent is only given the minimum data needed for each task, under a data-processing agreement and the international-transfer safeguards the GDPR requires for health data. The in-house AI agent in the $580 and $980 plans uses none of this: it runs inside your own installation and doesn’t take any data out of the server.
What fertility clinics ask us
Does it keep the couple’s fertility history?
Yes. Each couple has a joint record with both partners’ fertility workup, their tests, their lab results and the history of cycles and techniques. All on the same timeline, so at each visit you can see at a glance where things stand and what’s next.
Can I track the cycle and stimulation on the calendar?
Yes. The cycle is planned on a calendar with its phases and check-ups: start of stimulation, follow-up ultrasounds and blood tests, the trigger shot, egg retrieval and embryo transfer. Each check-up goes into the schedule with its day and time, and the AI notifies the couple of every appointment.
Does it generate consent for each technique?
Yes. Every technique (IVF, ICSI, insemination, egg donation, fertility preservation…) has its informed consent form attached; it’s generated the moment the cycle is scheduled and the couple signs it from their phone or a tablet, with a complete audit trail.
Does it coordinate scheduling across consultation, lab and operating room?
Yes. Egg retrieval and embryo transfer are scheduled by lining up the consultation room, the embryology lab and the operating room at once, so resources never overlap or clash. If a check-up moves the retrieval earlier or later, the AI reshuffles the rest of the chain.
How long does setup take?
5 to 7 days from the analysis to being live and running, with patient migration included and without ever stopping the practice.
Where are my patients’ cycles and tests stored? What happens if the provider’s server goes down?
Every clinic has its own installation on a server dedicated only to it, or on its own infrastructure: that is where your patients’ cycles, lab results and ultrasounds live. 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.
Can I export my cycle data to analyze results or run a study?
Yes. You can export the information raw, exactly as it is, or request it already classified data point by data point —technique, stimulation, lab results, retrieval, transfer and each cycle’s outcome— to build your clinic’s database and use it in your 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.
Can I manage the clinic’s email, WhatsApp and documents from the system itself?
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 each cycle’s checks and prepares quotes by technique, 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.
Your fertility unit, on autopilot.
Tell us what techniques you offer and we’ll show you ClinicPilot configured with your protocols, your cycle phases and your consent forms — plus the math on how much administrative work it takes off your hands.
Request a personalized demoWe build it for free: if you like it, you pay for it; if not, you don’t · Response within 24–48 h