Referrals arrive everywhere
Fax, email, portal and voicemail. Each referral is retyped by hand, and one wrong digit leaves the family unreachable.
Ayra Desk by InQuantic Technologies
AI intake agents for ABA and speech therapy clinics.
From referral to first session, without the fax and phone tag. Ayra Desk reads faxed referrals, requests missing records and keeps waiting families informed. Your team approves what goes out.
Illustrative. Example clinic and families.
Illustration: two example conversations. The Intake agent reads a faxed referral for an ABA evaluation and prepares the case; staff approve it. The Coordinator agent, introducing itself as an AI assistant, answers a parent’s text about a speech evaluation and holds a time for staff to confirm.
BAA signed before any patient data flows
Staff approve cases, requests and message templates
Keep your current EHR
In beta with design partners
The problem
Children are lost between the referral and the first session.
Fax, phone tag and spreadsheets. Each gap can cost a family weeks.
Families go cold
Clinics call at 2 PM. Parents answer at 8 PM. Then weeks of silence, and some families stop waiting.
Authorizations stall on paperwork
One missing report, and two weeks pass before anyone notices. The family still doesn’t know.
Illustrative documents. Names and numbers are fictional.
1 in 31
8-year-olds were identified with autism in 2022 across 16 CDC monitoring sites, up from 1 in 36 in 2020.
Shaw KA et al., MMWR Surveill Summ 2025;74(SS-2)3 months
average wait to start ABA among 227 California caregivers surveyed in 2023. One in three waited six months or more.
UCSF Center for Excellence in Primary Care, Access to ABA in California (2024)Reading messy faxes and drafting follow-ups has only recently become practical for software. Ayra Desk puts that to work on the stretch between the referral and the first session: the part of the journey practice systems weren’t built for.
Two agents · One team
Agents draft.
Agents draft.
Your team signs off.
Ayra Desk for your intake team: referrals, cases and openings on one screen. Ayra Home for families: texts and one secure link. No app, no password.
AI agent · Referrals and recordsIntakeReads faxed, emailed and web referrals, builds each case beside the original page, flags what it isn’t sure of and drafts requests for missing records.See Intake at work
AI agent · Families and openingsCoordinatorKeeps waiting families informed by text, answers “where are we?” and offers open hours to treatment-ready families once a clinician picks the match.See Coordinator at work
Every conversation starts by saying it’s an AI
Reply HUMAN to reach your team
Texts only after a family agrees
Nothing reaches a payer without a staff click
Audit log on every case
Your practice system stays the record
How Ayra Desk works
From referral to first session. Organized.
Each child is one case in one pipeline. Two AI agents do the reading, requesting and reminding. Your staff review and approve what goes out.
Intake agent
Each referral read, checked and ready for review.
Fax, email or web form: the Intake agent turns each referral into a case, shown beside the original page. It flags fields it isn’t sure of, catches possible duplicates, and drafts requests for what’s missing, such as the diagnostic report, prescription, signed consents or insurance card, to the referring office or the family.
Your intake coordinator checks the flagged fields and approves the case. Outreach starts as soon as they do.
Coordinator agent · Ayra Home
Families hear from you while they wait.
Once a family has agreed to texts, on your intake form or the referral form, the first message confirms they’re enrolled and introduces your clinic. Then a short check-in each week, from templates your staff approve. Parents can ask “where are we?” at any time and get a plain answer. No app, no password.
STOP opts out, HUMAN reaches your team, and families who don’t reply keep their place on the waitlist.
Coordinator agent
Open hours become a child’s start.
When your scheduler releases a recurring block, the Coordinator lists the treatment-ready families who fit: hours, setting, location, and payer credentialing for the clinicians involved. Your BCBA or lead clinician picks the match, then the Coordinator offers the start by text.
Clinicians choose the match. Your staff approve the booking. Single cancellations stay with your existing clients.
Ready-ranked waitlist
A waitlist that knows who’s ready.
Two queues, kept current: children ready for an assessment or evaluation, and children ready to start treatment. Your written waitlist policy sets the order, using factors such as referral date, clinical priority set by your clinicians, hours, setting and availability.
Your clinic writes the policy. Ayra Desk applies it consistently and shows why each child is where they are, so your team can review it for fairness.
Ayra Desk insights
See where families start, and where they stall.
Time to first contact, referral-to-first-session rate by stage and by referral source, and cases stuck more than seven days. Plan BCBA, RBT and therapist hiring against real demand.
Ask in plain words: “How many children are waiting on a treatment authorization?”
Why Ayra Desk
Scheduling software waits for the booking. Ayra Desk goes and gets it.
Most practice systems are built around enrolled clients: sessions, notes and billing. Ayra Desk works the months before enrollment, then hands each ready child to your system.
Instead of your EHR alone
Works before the chart exists
Your EHR is built for clients who have started. Ayra Desk works the referral, records, authorization packet and waitlist, then prepares the client record for your system.
Instead of an AI receptionist
Works the whole case, not just the call
Answering the phone is step one. Ayra Desk follows the case through records, authorization, waitlist and first session, and is measured on children who start therapy.
Instead of hiring another coordinator
Gives your coordinators their time back
Ayra Desk takes on the retyping, chasing and weekly check-ins, so your coordinators spend their time on families and decisions.
Integrations
Start with fax and text. Keep your EHR.
You don’t need an EHR or payer integration to begin. When a child is ready, Ayra Desk prepares the client record for CentralReach, Rethink Behavioral Health, WebPT and others, and your staff add it in one step. We’re building a direct CentralReach connection, subject to CentralReach’s API access approval.
See integrations Security and HIPAABuilt for children’s health information.
- BAA signed before any patient data flows
- Records and documents encrypted in transit and at rest
- Access by role, with an audit log on every case
- We never sell patient data or use it for advertising
Your clinic, your numbers
How many referrals never make it to a first session?
Use your own numbers to see what keeping a few more families could be worth.
Start from a clinic like yours
30Every new referral, from any source: fax, phone, email or web form.
20%The family goes quiet, paperwork stalls, or they go elsewhere. Not wrong fit or no coverage.
$1,200What you keep after clinician pay. Use your own payer mix.
20%You choose this. It isn’t an Ayra Desk benchmark.
Children who could start care
≈14more children a year
An estimate from your inputs, not a measured Ayra Desk result. It counts only if you have clinician hours to serve these children. If you’re staffing-limited, they join your waitlist instead.
≈1.2more a month
≈$207kmargin over each child’s first 12 months
Referrals a year360
Lost to delay or silence72
You’d keep, by your assumption14
Book a workflow reviewWe’ll check these numbers against your own referral log.
Open to design partners and pilots
Start with a 20-minute workflow review. If it fits, we’ll propose a pilot.
We map how a referral reaches a first session at your clinic, find the biggest bottleneck and tell you honestly whether Ayra Desk fits.
ScopeStart with one or two locations and your fax line and texting.
SetupWe set up your fax number, payer checklists, message templates and staff training with you.
MeasuresBaseline and success measures agreed before go-live, such as time to first contact.
ExitStop any time. Your data is returned or deleted as your BAA sets out.
Prefer email? Write to hello@meetayra.com. Investors and partners welcome too.
Questions
Common questions, plain answers.
Does Ayra Desk replace our intake coordinator?
No. Ayra Desk takes on the retyping, chasing and reminding. Your coordinator reviews the agents’ work, approves every outgoing request and approves the message templates families receive, so one coordinator can keep more families moving.
What happens when the AI gets something wrong?
AI can misread a document. That is why each field is shown beside its source page, uncertain fields are flagged, and a person approves each case before outreach starts. Requests to referring offices and payer packets go out only after a staff click. If a message ever goes to the wrong person, tell us right away. We investigate it with you as a possible privacy incident under your BAA. See AI safeguards.
What about families who don’t reply, or who opt out?
They keep their place on the waitlist. Ayra Desk flags them so your staff can reach them another way, such as a phone call from a person. Agreeing to texts is never a condition of care. See our Consent and Messaging Policy.
Is Ayra Desk HIPAA compliant?
Ayra Desk is built to support HIPAA compliance. We sign a business associate agreement (BAA) with each clinic before any patient data flows, and we apply administrative, physical and technical safeguards to PHI. There is no official government certification for HIPAA, and compliance also depends on how each practice uses the software, so we don’t claim one. Read our HIPAA and security overview.
Do we have to change our EHR?
No. Your practice system stays the record. You can start with your fax line and texting alone. When a child is ready, Ayra Desk prepares the client record and your staff add it in one step. See Integrations.
Does Ayra Desk make clinical or coverage decisions?
No. Ayra Desk doesn’t diagnose, set clinical priority, decide medical necessity or decide insurance coverage. Your clinicians set clinical priority and choose matches, your staff approve every submission, and payers make coverage decisions.
How much does it cost?
Pricing depends on your referral volume and number of locations. We’ll share it on your workflow review, once we understand how your intake runs today.