Eliminate the refill phone calls. Give your staff hours back every week.
CareFlow is the automation layer that works alongside your EHR. Patients get reminders, fill a smart form, and your team approves in one click — no phone tag, no sticky notes.
Works alongside your EHR. No replacement.
Who CareFlow is for
If your staff lives on the phone for refills, CareFlow was built for you.
Primary care & urgent care
Refill volume that eats your front desk every morning.
Mental health practices
Standing prescriptions, predictable cadence, missed refills hurt.
Telehealth providers
No front desk to absorb the workload. Automation has to carry it.
Weight loss / IV / wellness
Cash-pay clinics where speed-to-refill is part of the experience.
Independent pharmacies
Manual outreach for refills you already know are coming.
Specialty therapy practices
Predictable refill schedules — perfect fit for automation.
The problem we kill
Refill workflow shouldn't run on phone calls and sticky notes.
- Phone tag for routine refills
- Manual approvals that pile up
- Sticky notes and inbox chaos
- Missed refills = lost revenue
- Staff hours spent on work software should handle
How CareFlow works
Three stages. One clean refill loop.
Patients move through reminder → form → routed approval → confirmation. Your staff approves; CareFlow handles the rest.
Patient gets a nudge
SMS or email at the right cadence — set per-patient or per-medication. They tap a secure link.
Smart refill request
Patient confirms refill, allergies, and pharmacy in under 60 seconds. No app to download. No login.
One-click routed approval
Doctor or staff approves in one tap. Patient gets a confirmation. Your EHR stays the source of truth.
Rivermark Family Care
CareFlow · automated
Reminder
Hi Jane — time for your refill. Tap to confirm in 60 seconds. carefl.ow/r/abc
9:02 AM · today
Patient
Yes please — same pharmacy.
9:05 AM
Approved
Refill approved by Dr. Patel. Sent to CVS Highway 6. Should be ready by 4 PM today.
9:14 AM
Where CareFlow fits
CareFlow is not an EHR. It works alongside the one you have.
CareFlow is designed to work alongside your existing EHR, eRx tools, and staff workflow. Your source systems stay the source of truth; we map the refill workflow — reminders, intake, approvals, confirmations — during onboarding.
Clinic-grade security
Built around clinic isolation, auditability, and PHI-conscious workflows.
CareFlow is built with healthcare-grade security foundations and designed for deployment on AWS HIPAA-eligible services under the AWS Shared Responsibility Model — AWS secures the cloud, we secure your data in it. It's built around AES-256 encryption for data at rest, TLS 1.2+ in transit, and Minimum Necessary PHI principles, with a standard BAA executed at clinic onboarding before any PHI is processed. Your EHR is the vault — we are the secure courier.
BAA at Onboarding
A standard Business Associate Agreement is executed when your clinic onboards — Xoptra signs as your Business Associate before any PHI is processed.
AES-256 / TLS 1.2+
Designed for deployment on AWS HIPAA-eligible services — AES-256 encryption for data at rest, TLS 1.2+ in transit, end-to-end.
Least Privilege
Role-based access, database-per-clinic isolation, and per-clinic database roles. Only the people who need the data can see it; access is scoped and revoked on offboarding.
Audit Logging
Every action in the application is logged today — a full audit trail for compliance reviews, audits, and incident response.
Built and supported in Houston, TX.
We aren't a faceless platform — we're your automation partners. Same time zone, real human at the other end of the line, every time.
Common questions
What clinics usually ask.
Anything else? Bring it to the call.
Does CareFlow replace our EHR?
No. CareFlow is designed to work alongside your existing EHR, eRx tools, and staff workflow — we map to your stack during onboarding. Your source systems stay the source of truth; CareFlow automates the reminder, intake, and approval workflow they leave on your staff's plate.
How do you handle HIPAA?
CareFlow is built with healthcare-grade security foundations — database-per-clinic isolation, role-based access, and full audit logging are implemented today — and is designed for deployment on AWS HIPAA-eligible services under the AWS Shared Responsibility Model. It's built around AES-256 encryption at rest and TLS 1.2+ in transit, and a standard BAA is executed at clinic onboarding before any PHI is processed. See our /security page for the full overview.
Will my staff need training?
No. Approvals are one tap from a secure link in their inbox. The staff dashboard (optional) is intentionally minimal — the goal is fewer clicks, not more.
What if a patient doesn't respond to the reminder?
Auto-reminders kick in on a schedule you control. After a configurable number of attempts, your staff is flagged so a human can pick it up. No patient falls off the radar silently.
How fast can we go live?
The standard reminder + form + approval flow is fast to configure. Go-live timing depends on onboarding — signing your BAA and mapping CareFlow to your workflows — so we walk through a realistic timeline for your practice on the call before any commitment.
Can we customize the timing and wording?
Yes. Every clinic is different. We configure timing, message wording, escalation logic, and approval routing around how your practice actually operates — not a generic template.
Stop the refill phone tag.
Book a walkthrough — bring your refill volume and EHR, and we'll walk you through what CareFlow looks like mapped to your practice.
No commitment. BAA provided at clinic onboarding.