A managed, on-prem AI system for clinics, multi-provider practices, and specialty groups. Visit summaries, referral packet preparation, intake workflows, and admin follow-up — on hardware your practice controls. Designed around HIPAA, your Business Associate Agreements, and the Security Rule.
Clinicians want AI on documentation. Practice managers want it nowhere near a vendor without a BAA. These three frictions are what our medical clients walk in with.
If a cloud service creates, receives, maintains, or transmits ePHI on your behalf, it becomes a Business Associate. No BAA, no use of that service for PHI. Public chatbot tiers don't sign BAAs at all — full stop.
The Security Rule expects access logs, role-based access, and risk analysis. Most public tools leave you to assemble that yourself. A managed appliance comes with it built in, scoped to provider, role, and visit.
Cultural and technical controls. The appliance is the approved place for PHI work; cloud chat tools can be policy-restricted to non-PHI tasks (continuing education, research, generic drafting) so a slip becomes harder.
Documentation acceleration first. Diagnosis, treatment, and clinical decision-making stay with clinicians.
Recorded visits → structured visit notes (HPI, A&P, follow-up). Mandatory clinician review and signoff before anything lands in the chart. Reduces documentation time without changing the clinical narrative.
Compile a structured packet from chart sections, lab results, and imaging summaries for the receiving provider. Saves hours of paralegal-style assembly that referring offices currently do by hand.
New-patient intake forms and prior records → pre-visit summary delivered to the provider before the appointment. Saves the first 5–10 minutes of every visit.
Recall lists, post-visit follow-up sequences, prior-auth tracking, and patient-instruction drafts in your practice's tone. Front-desk acceleration with mandatory signoff before patient communication.
The architecture maps cleanly to the Security Rule's administrative, physical, and technical safeguards.
For workflows that run on the appliance, ePHI doesn't leave your environment. There's no Business Associate to negotiate with on routine documentation.
Role-based retrieval, provider-level access logs, and approval gates document the "who, what, when" the Security Rule expects.
If your policy permits any cloud use, we structure it with vendors that sign a real BAA — and we keep that path narrow and documented.
Every clinical-adjacent output requires clinician review. The system documents the review for audit and risk-management.
Wilcoe Private AI is designed around your HIPAA obligations. Final compliance signoff is practice-specific and remains with your privacy officer, compliance counsel, or risk-management committee. Read the full HIPAA & BAAs explainer →
A representative starting point. Right-sized in the Readiness Sprint and quoted firm-specifically.
| Element | Small to mid clinic (10–30 users) |
|---|---|
| Hardware | 1× Mac Studio M4 Max, 64–128GB RAM, encrypted local storage. Server room or locked cabinet. UPS. Multi-office? Add a second node with site VPN. |
| Models | Local models for all PHI workflows. Cloud only on workflows your policy explicitly allows, with a signed BAA and approved scope. |
| Knowledge layer | Local vector DB. PHI partitions per provider and per visit. Strict sync rules. Retention by your records-retention policy. |
| Controls | RBAC by role and provider, audit logs scoped to visit, MFA, encrypted backup, breach-response playbook. Minimum-necessary access enforced. |
| Cloud fallback | Off by default for PHI-touching work. Allowed via written policy + signed BAA for narrow approved tasks. |
One workflow live in a single office, with clinician signoff and a written architecture your privacy officer can review.
Inventory PHI flows. Map the first workflow. Coordinate with privacy officer or compliance counsel.
Right-sized appliance. Written policies on PHI access, retention, and incident response.
Network segmentation, MFA, role-based access, encrypted backup, audit logging by visit and provider.
Chart and visit-record indexing. The first vertical copilot, with clinician-review gates.
Provider + admin training. Audit log review. Decide what to add next.
It's designed around HIPAA. The architecture, policies, and audit trail map to the Privacy Rule, the Security Rule, and breach-notification expectations. Final compliance signoff stays with your privacy officer or compliance counsel; we provide the documentation they need to make the call.
Yes — for the management of the appliance and the workflow design, where Wilcoe could incidentally encounter ePHI during support, we sign a Business Associate Agreement. The architecture is built so that ePHI stays on your hardware in the data path, but the BAA covers our operational role.
We integrate with what you have — read-only retrieval over your EHR's exported data, or via approved APIs where the EHR vendor supports it. The appliance doesn't replace your EHR; it sits beside it for documentation acceleration.
No. We deliberately don't sell decision-support. The system handles documentation, summarization, and admin acceleration. Diagnosis and treatment stay with clinicians, where they belong.
Transcription happens on the appliance. Audio doesn't leave your environment. Local speech-to-text models are good enough for clinical transcription in most use cases; we benchmark per-practice during the pilot.
The Readiness Sprint scopes the pilot in two weeks. Most practices launch live inside 90 days from sprint kickoff.
Sized in the Readiness Sprint. Pilots vary several-fold across practice shapes. How we think about cost →
Book a 30-minute Readiness Call. We'll walk through your highest-leverage workflow, the BAA frame for your practice, and what a 90-day pilot would look like.
Book a Readiness Call →or
Take the readiness check →