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 referrals, chases missing records and keeps families informed. Your team approves what goes out.
Book a workflow review
Only takes about 20 minutes
See how it works
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
Families slip away between the referral and the first session.
Faxes, phone tag and spreadsheets. Every handoff can add weeks to a family’s wait.
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
Always says it’s an AI
Reply HUMAN for a person
Texts only after opt-in
Staff approve before payers
Audit log on every case
Your EHR 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.
Each referral read, checked and ready for review.
- A fax inbox with search and labels
- Reads multi-page and handwritten faxes into one case
- A tracking number for every referral
Your coordinator corrects any field before it commits to intake.
From missing papers to a booked first visit.
- Checks every file and texts families for what’s missing
- Finds cancellations and open slots, and offers the best three
- Books the pick, confirms it and sends a reminder
Your front desk always sees what the agent does next, and can take over anytime.
The messy cases, handled by your rules.
- Ranks the waitlist by rules you set
- Offers several times and lets families pick
- Offers more, or moves on, when nothing fits
Nobody loses their place when a time doesn’t work.
A waitlist that knows who’s ready.
- Two queues: ready for assessment, ready for treatment
- Ordered by your written waitlist policy
- Shows why each child is where they are
Your clinic writes the policy. Ayra Desk applies it the same way every time.
See where families start, and where they stall.
- Time to first contact and conversion by stage
- Cases stuck more than 7 days
- Hiring plans based on real demand
Ask in plain words: “How many children are waiting on an authorization?”
Illustrative
Illustrative
Illustrative
Illustrative
Illustrative data
Why Ayra Desk
Scheduling software waits for the booking. Ayra Desk goes and gets it.
Most practice systems are built for enrolled clients. 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 starts when therapy does. Ayra Desk works the referral, records, authorization and waitlist before that.
Instead of an AI receptionist
Works the whole case
Answering the phone is step one. Ayra Desk follows each case through records and authorization to the first session.
Instead of another hire
Gives coordinators 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 size the gap at your clinic.
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.
Children lost before a first session
≈72children a year
Worked out from your inputs only. It sizes the gap at your clinic. It isn’t an Ayra Desk result.
≈6every month
≈$1Mfirst-year margin those families would have brought
Referrals a year360
Lost to delay or silence72
Every 10 of those families you keep≈$144k
Margin counts only if you have clinician hours to serve these children. If you’re staffing-limited, they join your waitlist instead.
Book a workflow reviewWe’ll check these numbers against your own referral log.
Open to design partners and pilots
See where your referrals stall, in 20 minutes.
Walk us through how a referral becomes a first session at your clinic. We’ll map it with you, pinpoint where families wait or drop off, and show you what Ayra Desk would take off your intake team’s plate. You keep the written summary either way.
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.