One clinic at a time — we take clinics in the order they apply. Apply for the next opening
MedicalObserver Apply

Locally hosted private AI for your clinic

See how your practice actually runs.

Medical Observer records and transcribes the conversations in your office and turns them into a plain picture of your day. The AI runs on one small device in your building — not in the cloud — so recordings of your patients never leave the building. Built for medical, dental and therapy practices.

Apply for the next opening Try the panel

We work with one clinic at a time, so every install gets our whole team.

Sample

The front desk's day

One page at closing time.

After you close, the device writes up the front desk's day: each conversation in order with a one-line summary and the staff heard in it, the busy hours, and the callbacks and follow-ups promised and done. Here is a sample with invented people and numbers.

Sample

End of Day Report · Front desk

Demo clinic · Tuesday · 8 AM to 5 PM

Listening
8 h 40 min
Conversations
14
Speech
110 min
Other sounds
23

The day in order

  1. 8:04 AMWork · Front Desk APatient 1 checked in for an 8:15 visit and updated the intake form.
  2. 8:20 AMWork · Front Desk BA caller's Thursday visit was moved to Friday afternoon.
  3. 8:42 AMWork · Front Desk APatient 2's insurance coverage was checked before the visit.
  4. 8:45 AMQuietNothing heard for 30 minutes.
  5. 9:15 AMWork · Front Desk BA caller asked about parking and what to bring to a first visit.
  6. 9:50 AMWork · Front Desk AA message was taken for the nurse about a refill question.
  7. 10:30 AMWork · Front Desk APatient 3's follow-up visit was booked for two weeks out.
  8. 11:05 AMWork · Front Desk BA caller was told the referral will be faxed today, and a callback was promised.
  9. 12:10 PMCasual · Front Desk A, Front Desk BTalk about lunch plans.

…and 5 more conversations on the device.

Activity by hour

  • 8 AM: 18 minutes of talk
  • 9 AM: 12 minutes of talk
  • 10 AM: 24 minutes of talk
  • 11 AM: 13 minutes of talk
  • 12 PM: 6 minutes of talk
  • 1 PM: 11 minutes of talk
  • 2 PM: 12 minutes of talk
  • 3 PM: 8 minutes of talk
  • 4 PM: 6 minutes of talk

Minutes of talk at the desk each hour: when it is busiest, to help you plan staffing and hiring.

Callbacks and follow-ups

3 promised · 2 done · 1 still open

  • 9:50 AM · Callback · Front Desk A Done
  • 11:05 AM · Referral · Front Desk B Done
  • 1:40 PM · Callback · Front Desk A Still open

Sample with invented data. The patients, the callers and every count are made up. On your device, each summary sits beside the conversation it describes, so you can check it. Staff are named only when the device knows them by voice, and each person's work is in their staff report, below.

See a full sample End of Day Report

Training and reviews

A report on each person, made by the AI in your building.

Ask the device about one person at the front desk and it shows what the recordings show them doing, day by day, set against the days before. Use it to train someone new, or in a review. No cloud AI takes part, and the report never leaves the device.

Sample

Staff report · Front Desk A

Demo clinic · the last 14 days, against the 14 days before

The work counted, a day

Sample counts for Front Desk A: a day in the last 14 days, and a day in the 14 days before
WhatLast 14 daysThe 14 before
Phone calls answered or made1110
Check-ins and registration1716
Appointments booked, moved or cancelled99
Insurance questions65
Messages for a clinician44
Calls returned32
Callbacks promised33

Every count is a minimum: work in a conversation where nobody says the person's name, and the device does not recognize their voice, is not counted.

Moments to go over together

  • Tuesday, 9:12 AM · a phone call “Thank you for calling, this is Front Desk A. Let me check your coverage before we book.” Summary by the device's AI: Caller 2 asked whether a visit was covered; Front Desk A checked the plan and booked Thursday.
  • Monday, 2:40 PM · a call returned “I'm returning your call about moving your appointment.” Summary by the device's AI: Front Desk A moved Patient 6's visit to next week.
  • Monday, 10:05 AM · a message for a clinician “The doctor is with a patient. I'll let the doctor know you called.” Summary by the device's AI: Caller 4 asked about a prescription; Front Desk A took a message for the doctor.

Sample with invented data: Front Desk A, the callers, the patients and every count are made up. On the device, only the owner's PIN opens a staff report. The words are shown only while the device still keeps the recording they came from. Talk about pay or working conditions is never counted.

  • Made on the device

    The device writes down what was said with its own speech recognition and summarizes each conversation with its own AI. Fixed rules then count each person's work. None of it goes to a cloud AI.

  • For training

    Go over real moments from the desk with the person: what was said, and what the conversation was about.

  • For reviews

    Choose 7 to 60 days. The device sets them against the days before, beside the duties you wrote for that person.

What it shows you

See what causes delays.

The things every practice manager wants to know and nobody has time to measure.

The busy hours

How much talk there was at the desk each hour, and the same hours over the last seven days, so you can see when it is busiest.

By hour · Day by day

What was promised, and whether it happened

Callbacks, billing questions and referrals promised out loud at the desk, and whether they were done: the desk taps Done, and a call back on the same topic marks it done by itself.

Callbacks · Billing · Referrals

Staff workload

How the work spreads across your team, hour by hour, for staff the device knows by voice, and a report on each person: calls, check-ins, scheduling, insurance questions and callbacks.

Hour by hour · Per person

Check what was said

Search front-desk conversations, listen alongside the transcript, and correct transcription errors.

Search · Replay · Correct

See a sample End of Day Report, and one day of room watch in a patient room

Medical Observer with its screen unplugged, from the front: a round black microphone with a blue light ring, and behind it a metal box with a camera on a mount and two antennas.
Shown with its screen unplugged. A photo of a real unit; an AI tool replaced the background.

The device

One small device at your front desk.

The AI runs on this device, in your building. It transcribes what it hears, writes the summaries and builds your reports right here. None of that is done in the cloud.

  • Its own touchscreen. Staff see the day and search it on the device's screen at the desk. Once you allow it, staff can also open the panel from a phone or computer in your clinic.
  • Set up one question at a time. Setup asks for your PIN, your clinic's name, whether it goes at the front desk or in a patient room, your Wi-Fi, your hours and your privacy officer. We do it with you.
  • Locked and encrypted. Staff open it with a PIN, the screen locks itself, and the drive that holds the recordings is encrypted.

Productivity

Help your team work more efficiently.

Much of the front desk's day goes to things nobody writes down: callbacks, what someone said, which hours are busy. Medical Observer writes them down, so you can act on them.

  1. Keep track of callbacks

    Every callback and follow-up promised at the desk stays on the Follow-ups list until it is done, and the End of Day Report says which are still open.

  2. Match staffing to demand

    See which hours back up, day by day over the last week, and set coverage by real demand instead of guesswork.

  3. Find past conversations

    Search what was said instead of asking around the office. Answers take seconds, not a round of interruptions.

  4. Train new staff faster

    Go over real moments from the desk with each new person, from their staff report, made on the device.

Privacy

Your recordings stay with you.

Medical Observer was designed around one rule: recordings of your patients stay in your office.

  • On the device, in your building. Transcripts, and the audio once your signed BAA is on the device, are kept on the device at your clinic. They are never sent to any cloud, and none of them comes to us unless you turn on training mode, which is off until you do.
  • We cannot open the recordings on your device. No audio of a patient is ever sent to us. If you choose to help improve the product, the device sends us text from which it has removed names, dates, phone numbers, addresses and the other identifiers it finds, and the audio of conversations your owner or privacy officer has listened to and marked staff only.
  • Patterns, not patients. It recognizes your staff by voice. It never creates a voice profile of a patient.
  • Choose how long to keep recordings. You decide how long they are kept. One button deletes everything heard so far: the transcripts and the recordings.
  • We sign your BAA. A Business Associate Agreement comes with every device, along with a ready-made section for your security risk analysis.
  • HIPAA compliant. Built to HIPAA's safeguards: recordings kept on-site on an encrypted drive, access only behind a PIN, and a record on the device of every sign-in, view, setting change and update.
How HIPAA works with Medical Observer
Recordings stay here Medical Observer from the side: a black box with a power button and two antennas, a camera on a hinged mount, and a round microphone with a blue light ring beside it.
A real unit; an AI tool replaced the background.

How it gets better

It learns without taking your patients’ recordings.

A small AI model on the device turns speech into text. This is how we check how well it does, and how we make it better.

  1. 01

    It reads the day twice

    During the day, a quick model writes down what it hears. At night, while you are closed, a larger model goes through the day's audio again, and your report is rewritten from that before you open. This needs the audio, which the device keeps once your signed BAA is on it.

  2. 02

    You correct it

    Once you turn on Listen and correct, your owner or privacy officer can play any conversation beside its transcript and fix what the device misheard. Each fix replaces the misheard words everywhere on your device. If a patient is in the conversation, those fixes stay on the device.

  3. 03

    We never train on patient audio

    We train new versions on recordings of simulated clinic visits, made for research. If you turn training mode on, we also get text from which the device has removed names, dates, numbers, addresses and the other identifiers it finds, and staff-only conversations your owner or privacy officer has checked.

  4. 04

    Tested before release

    Each new version runs for a day on our own device first. Then it comes to yours as an update we have signed, installed while you are closed, and your device keeps it only if every check that passed before still passes. Otherwise it goes back to the version you had.

Questions, answered

The short answers.

Where recordings liveOn the device in your office. No recording of a patient ever leaves it. If you turn on training mode, we get text with identifiers removed; the HIPAA page lists everything that leaves.
Who can see themOnly the staff you choose, behind a PIN. The screen locks itself.
Record of accessEvery sign-in, view, setting change and update is logged on the device, for your privacy officer. Each sign-in shows which phone, computer or screen it came from.
Telling patientsOne sentence in your Notice of Privacy Practices or intake form. We give you the wording.
Telling staffOne line in your staff handbook, and in Illinois, Texas and Washington a signed consent form. We give you both.
Patient roomsThe patient-room setting keeps no audio, no transcript and no pictures, and can alert your staff on its screen when a patient may need help. It is assistive only — not a medical alarm and not a replacement for a nurse-call system.
HIPAARecording to improve how your practice runs falls under HIPAA's "health care operations." We sign a Business Associate Agreement with every clinic.
What it is notNot a medical device, not used for diagnosis or treatment, and not part of any patient's medical record.

One clinic at a time

How a clinic starts.

  1. 01

    Apply

    Tell us about your clinic. We take one clinic at a time, in the order clinics apply, and tell you when we can start.

  2. 02

    Install

    We install the device and set it up with you.

  3. 03

    Tell

    You add one sentence to your Notice of Privacy Practices and one line to your staff handbook, and in Illinois, Texas and Washington you collect each staff member's signed consent.

  4. 04

    See

    See how your practice runs. We check in with you along the way, and if you ever stop, we erase every recording and give you a certificate of erasure.

Talk to us

Apply for the next opening.

Medical Observer is made by Golden Observer LLC in Ashland, Oregon. We work with one clinic at a time. Write to us about your clinic and we will set up a 15-minute call.

Email [email protected]

Already a clinic using Medical Observer? Write to [email protected]. Please do not send patient information by email.