wai alongside Kareo and Tebra, what moves and who moves it

What is built today, and what is not

wai has no native integration with Kareo or Tebra. No code in wai reads from Tebra or writes to it, and nothing is synced between the two in the background. The integrations page lists the connections wai has live or built, and Tebra is not one of them.

So the route today is the clinician's own hands, kept short. One click copies the signed note, one download gives the signed letter, and Tebra stays the practice's chart, schedule and billing system for as long as the practice wants it to.

Tebra describes itself as EHR and practice management software built for private practices.¹ wai runs the note, the letters, the front desk and the follow-up as one system beside the chart and the billing the practice already keeps.

A practice day alongside Tebra

Take a 58-year-old with right knee pain for four months, seen at an independent primary care practice that schedules and bills in Tebra. The appointment sits in Tebra as it always has.

In the room the clinician starts the capture in wai, and the visit moves between English and Spanish because the patient is more at ease in Spanish. wai drafts the note in English for the record. The clinician reads it in the SOAP view, corrects the side, which the draft gave as left, adds that the knee locks on stairs, confirms the suggested ICD-10 code and signs.

One click copies the signed note as plain text, and the clinician pastes it into the patient's Tebra chart. The referral letter to an orthopedic surgeon, drafted from the same visit with the clinician's question for the specialist, is signed in wai, downloaded as a PDF with the signature and attached to the chart before it is sent. The biller codes the visit in Tebra as usual.

The patient's summary goes home in Spanish, with the exercises and the plan in plain words, and wai tracks the referral until the surgeon's appointment is confirmed. This is an illustrative example, not a real patient.

The note and the letters, signed by the clinician

Nothing reaches Tebra or the patient until the clinician signs it in wai. One captured note can be read as SOAP, problem-oriented, narrative, a bullet summary, a handover or in full detail, and the clinician copies the view that suits the Tebra chart. The copy is plain text, so it pastes cleanly into any note field.

Letters come from the same visit. A letter to the patient, referral letters that carry the questions for the specialist, results letters, medication change letters, fit-to-fly letters and medico-legal reports are drafted for the clinician to sign, and each signed letter downloads as a PDF with the signature.

Codes are suggested from the note, ICD-10 and SNOMED CT, each shown with the line of the visit it rests on, for the clinician to confirm. CPT codes and the E/M level stay with the practice's biller in Tebra, because wai does not suggest them. For the wider picture, see clinic AI without replacing the EHR and switching scribes without losing records.

What can run in wai beside Tebra

The front desk can run in wai while Tebra keeps the chart and the claims. Calls, email, web forms and WhatsApp land in one thread per patient, replies are drafted in the practice's voice, and a person approves each one before it is sent.

Where the practice wants it, scheduling can move too. wai booking links read each doctor's Google, Outlook or Apple calendar, cancellations backfill from the waitlist and reminders go out. Deposits, invoices, memberships and payment links run through the practice's own Stripe account. Or the practice keeps scheduling in Tebra and uses wai for everything after the appointment is made.

After the visit, results reach the patient with the doctor's own comment and a plain explanation of each marker, recalls go out for the review, the repeat test or the refill with each message approved by a person, and the patient app holds results, letters, messages and payments in the patient's language. Nothing is switched off on the first day. The AI scribe for private practice page covers the rest.

The patient's own language

wai works in 60 languages, among them English, Arabic, Spanish, French, Portuguese, Italian, Russian, Polish, Turkish, Urdu and Mandarin. English can be mixed in one visit with Spanish, French, Portuguese, Russian, Italian, Dutch, German, Hindi or Japanese, so a visit that moves between English and Spanish is captured as it happens. The signed note is written in English for the record, and the patient's summary can be translated into their language beside it, with emergency numbers kept exactly as written.

The evidence behind wai's method

The note is one part of the day the evidence measures. In a randomised trial of 238 outpatient physicians across 14 specialties at UCLA Health, the ambient scribe with a significant effect cut the time spent writing each note by about 41 seconds, against 18 seconds in usual care.³ At The Permanente Medical Group, 3,442 physicians used an ambient scribe across 303,266 encounters in its first ten weeks.⁴ wai is built on that finding, so it takes on the letters, the replies, the booking and the follow-up as well as the note.

A draft stays a draft until a person signs it. wai holds every draft until the clinician signs it, and every reply until a person at the practice sends it, which is also why the copy into Tebra happens after signing and never before.

The patient's own language matters. In a systematic review of 33 studies, 76% found at least one outcome better when patient and physician shared a language other than English.⁵

Measured in a working clinic. At The Wellness in London, which runs on wai every day, every clinician has 15 hours a week back, as published in the customer story.⁶

Where to start

Week one, one clinician, Tebra unchanged. Capture each visit in wai, sign the note, copy it into the Tebra chart and attach the signed letters as PDFs. Count the minutes from the end of each visit to a signed note in the chart. wai signs a business associate agreement with US practices before go-live.

Week two, add the front desk. Route calls, email, web forms and WhatsApp into wai, keep scheduling and claims in Tebra, and decide at the end of the fortnight whether booking links and deposits should move as well. The switching checklist covers what to agree first, and technical teams can read the developers and MCP page. Practices on other systems can read wai alongside Practice Fusion or wai alongside MEDITECH.

Frequently asked questions