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Welcome to WorkForceSync Patent Pending

Healthcare AI Caller Onboarding

We're excited to onboard your practice This page walks you through one important (but simple) compliance step so your AI caller can be activated smoothly and responsibly. 

Don't worry — most of this takes 5–10 minutes, and our team is here if you need help at any point.

Compliance

Why this step exists

WorkForceSync uses advanced AI technology to power conversations, scheduling, and follow-ups. Part of that technology uses the OpenAI API.

If your AI caller may handle patient information (PHI), your organization may require a Business Associate Agreement (BAA) with OpenAI.

This page helps you:

  • Understand whether a BAA applies to you
  • Collect the right information
  • Send a ready-to-use email to OpenAI to request the BAA

This is a standard healthcare onboarding step. You're not doing anything unusual.

Decision Step

Quick question (this decides the path)

Will your AI caller ever hear or process patient information (PHI)?

Examples include:
Anything that can be linked to a patient
  • Patient name + appointment details
  • Symptoms or reason for visit
  • Insurance or member ID
  • Medication or treatment discussion
👉
If YES
Recommended
SAFEST

You should request a BAA with OpenAI (recommended).

We’ll help you collect the right details and send a ready email to request the BAA.

👉
If NO
Avoid PHI entirely

That’s okay too. We’ll configure WorkForceSync to avoid PHI and route sensitive requests to your staff.

We’ll add routing rules so PHI questions go to a human, not the AI.

If you're unsure, choose YES. It’s the safest option.

Step 1: Complete the onboarding form

Please fill out the short form below.
This helps us configure your AI caller correctly and prepares everything needed for the OpenAI BAA request

A. Practice Information

B. How you'll use the AI caller

C. How careful should the AI be?

D. BAA contact details (for OpenAI)

Submit

Thank you for your feedback!

Our team will message you back as soon as possible.

In the meantime we invite you to visit our website.

Step 2: Email OpenAI (copy & paste)

Once the form is complete, please send the following email from your organization’s email address.

Subject

Request for HIPAA BAA – OpenAI API (Healthcare Use)

Email body 

Hello OpenAI Team,

We are a healthcare organization onboarding an AI-powered communication system and would like to request a Business Associate Agreement (BAA) with OpenAI.

Organization details:
- Legal entity name: [YOUR LEGAL NAME]
- DBA (if applicable): [DBA]
- Address: [ADDRESS]
- Primary contact: [NAME, TITLE]
- Email: [EMAIL]
- Phone: [PHONE]

Authorized BAA signer:
- Name: [NAME]
- Title: [TITLE]
- Email: [EMAIL]

Use case:
We plan to use the OpenAI API for healthcare-related communications such as appointment scheduling and patient interactions, which may involve PHI.

Please let us know the next steps to proceed with the BAA.

Thank you,
[NAME]
[TITLE]
[ORGANIZATION]

Tip: Replace the placeholders in brackets before sending.

Implementation Support

What WorkForceSync handles for you

Once this step is underway, we take care of the technical side, including:

PHI-safe AI prompts
Data minimization (AI only asks what's necessary)
Call routing to staff when sensitive topics come up
Secure logging rules aligned to your preferences
Optional consent language in calls or messages
You don’t need to configure any of this yourself.
Status

You're not blocked

You can still:

Complete setup
Review call scripts
Test non-PHI workflows

We'll simply wait to enable PHI-related features until compliance is approved.

Need help?

If you'd like us to:

Review your use case
Help decide whether PHI is involved
Walk through the BAA step
Book a quick onboarding call with our team

We're here to make this easy — not stressful 😊