How to Automate Sycle

A hearing aid sale and its audiogram share a Sycle patient file

One visit to a hearing practice, which is part clinic and part shop, can produce an audiogram, a recommendation, a pair of devices ordered from a manufacturer, an invoice split between the patient and a benefit plan, and a fitting booked for the following week.

Sycle has been practice management software for audiology and hearing care since 2001, used by independent practices and by groups growing across several clinics. The front desk books in its calendar and sends intake forms ahead of the visit, and patients can book themselves online at any hour, choosing the provider, date and time. Noah sync brings audiogram data such as tonepoints and MCLs across from Noah, so nobody retypes them. Staff track inventory and repairs in Sycle, and billing builds HCFA-1500 claims from the patient's appointment and purchase details.

The front desk signs in to each benefit program before every fitting

A patient booked for tomorrow's fitting has coverage through a hearing benefit program, so the front desk signs in to that program's website to confirm eligibility and see what the plan pays toward the devices before the patient sits down, and it does the same for every managed care patient on the schedule.

The call lists come next: patients due for their annual hearing evaluation, patients whose devices are due a clean and check, and today's no-shows, who are easiest to rebook before the day is over. Someone also checks which patients bought batteries or domes three months ago and are likely running low. For each name, a staff member finds the number and phones or writes a text by hand.

Around those sit the jobs nobody schedules: the review request after a fitting went well, the balance a patient owes once the plan has paid its share, the thank-you to the physician who referred a new patient.

Sycle

Benefits checked the night before Tomorrow's managed care patients looked up on each benefit program's website, with eligibility and the device allowance noted beside the appointment.

Call lists with the messages drafted No-shows, overdue evaluations and supply reorders each get a drafted text or note, ready for the front desk to send.

One digest per clinic Today's appointments with devices, visit reasons and balances, posted for the team before the doors open.

Sycle builds the call list and leaves the calls to the front desk

Sycle's reminders go out by text and email with the wording and timing the clinic sets, scheduled or one-time, and Sycle keeps a copy of each message. It generates smart call lists for follow-ups, overdue cleanings and gaps in care. The managed care tools hold each program's start and end dates and reimbursement limits, with appointment counters that show when care runs past coverage, and the Claim Builder pre-fills HCFA-1500 forms. More than 40 on-demand reports drill down by date range, clinic location and provider, and the Sycle Analytics dashboards chart financials and scheduling.

A call list is a set of names, and every one of them waits for someone to phone or write. The managed care tools hold a plan's dates and limits as the clinic entered them. Whether the patient is eligible today, and what the program pays toward this pair of devices, sits on the benefit program's website, where the front desk signs in to read it. The aging report lists the patients with balances outstanding, and a person writes each reminder.

Tomorrow's benefit checks are done the evening before

Beside each managed care appointment on tomorrow's schedule, the front desk has the benefit program's answer in a sheet: eligible or not, what the plan allows toward devices, anything that needs a call. When a plan has lapsed, the desk still has a day to call the patient before the fitting.

Each audiologist opens Slack to today's appointments, split by clinic and provider, with each patient's devices, visit reason and any balance.

The call lists arrive as drafts: a rebooking text for each of today's no-shows, a short personal note for each overdue annual evaluation, a battery or dome reminder for patients whose last purchase was three months back. A staff member edits and sends each one. Balances left after the plan paid come with a polite reminder, and two days after a fitting goes well, a review request is ready to send.

A browser agent covers Sycle and the benefit websites in one pass

The work above needs two kinds of sign-in: the clinic's Sycle login and each benefit program's provider login. WebRun is an AI agent that works a real Chrome browser, signed in as you. With those logins it reads tomorrow's calendar in Sycle and checks each managed care patient on the program's own site.

It places no phone calls. Rebooking texts, recall notes and review requests sit in the front desk's review list until a receptionist sends each one, and the clinic decides whether the agent may open Noah or the fitting software at all.

The Sycle workflows below each show when they run and which drafts they leave for the front desk.