Aranda & Co. / Who we work with

AI for law, accounting, dental and medical practices

This page is for the owner or managing partner of a law firm, an accounting practice, a dental office or a medical group with 10 to 200 people who has started getting the AI pitch. Right now that pitch leads with the revenue you lose when a call goes to voicemail, backed by a borrowed industry statistic and a dollar table. The agent has a human first name so you picture a hire. Entry is cheap or free and the real engagement is priced later, and the compliance claim is a badge on the page with no agreement or retention terms behind it.

We start with a fixed-fee assessment inside your practice that ranks where AI pays back. After that, a part-time head of AI runs the plan with your people and reports to you every week.

Book 20 minutes How it runs here

What owners ask us for

Answering calls the front desk can't get to

Calls arrive while the desk is checking someone in, and a share of them go to voicemail and never call back. We'd set it up so the phone agent takes a message, offers an open slot and hands anything clinical or legal to a person. It tells callers it's an automated assistant. We'd track how many callers reached a person or a booking and how fast messages were returned. Wrong messages get counted too.

Intake that sorts inquiries before the consult

The first step for a law firm is a structured intake summary, drafted for a staff member to review before a lawyer spends time on the inquiry. It sets out what the matter is and whether it falls in your practice area. Your people still run the conflict check, in your own system. We'd track the time from first contact to a booked consult and how many consults turn out to be a fit.

Visit notes drafted while the provider listens

Ambient scribes record the visit and draft the note, and the pitch is hours back per day. Review time per note and the omissions providers catch decide whether any time is saved, so those are what we'd measure. The pilot runs with a few providers who volunteer. Each patient hears a consent script before recording starts, and the provider reads every note before signing it.

Recall, reminders and lapsed-client outreach

Hygiene recall, overdue follow-ups and clients who went quiet after last year's return are lists someone means to work and rarely does. The outreach gets drafted from your practice management or CRM data, and a coordinator approves what goes out. Opt-outs are honored the same day. We'd count the open slots filled and the replies that came back.

Chasing documents and cleaning up the books

The tool sends the request list and the reminders, and it proposes a categorization for a staff accountant to confirm before anything is booked. Accounting practices spend a good part of each season asking clients for the same documents and categorizing transactions by hand. Two counts show whether it helps: days from request to complete file, and how many proposed entries the accountant had to change.

Drafts that a licensed person signs

Engagement letters, client updates and demand letters soak up writing time, and so do first drafts of routine documents. The tool stays inside the practice and drafts from your own templates and prior work. Nothing is filed or sent without a licensed reviewer. Every citation gets checked, and a log records who reviewed what before anything leaves. We'd measure edits per draft and time to final.

How it runs here

AI assessment

In a practice the assessment means sitting with the front desk, the office manager, the billing or collections person, and a few of the people doing the licensed work, whether that's a paralegal and an associate, a hygienist and a dentist, a medical assistant and a physician, or a staff accountant and a partner. We follow the flows where the hours go: phone to booking, inquiry to first appointment or consult, visit to note to claim, document request to filed return, and time entered to invoice paid. The data we ask for is what you already have: phone logs, the schedule, the practice management or case management system, time and billing, accounts receivable, and the list of tools you're already paying for. What comes out is the ranked list of your top five uses for AI by payback and the 90-day plan with a shortlist of tools and builders.

Weeks 1 to 3

The 90-day plan

In a practice the 90-day plan usually carries the phone and the inbox first, because the AI's job there is to take a message and book a slot, and a mistake is cheap to catch. Behind that go the admin flows nobody sees: document chasing, recall lists, claim status, draft replies a person sends. Anything that produces a note, a filing, a return or a chart entry keeps a licensed reviewer and a log, and it goes on the plan only after we've read the consent and retention terms. What waits for later is the bot that speaks for the practice without a person in the loop, the tool that wants your client or patient data for training, and any build that depends on a vendor who won't sign the agreements your license requires. Each item on the plan says what it's expected to do and how we'll know.

Yours to keep

Fractional Chief AI Officer

Week to week, the retainer is one page in your inbox: each item on the plan, who owns it, when it's due, and whether it's on track, with a leadership review once a month. In a practice the vendor work is specific. We put the business associate agreement in front of you to sign before any patient data moves. We read the retention and training-use terms in the contract itself, since the badge on the website says nothing about them. We write the builder's scope so it's accountable for an error rate and a kill switch. The policy work includes a consent script patients hear before a scribe records, a disclosure line so an intake assistant says it's automated and isn't a lawyer or a doctor, a written rule that nothing reaches a court, a client file, a tax return or a chart without a licensed person's review, and training for the staff who'll live with the tools.

Monthly

What you get

A ranked list of your top five uses for AI, by payback
A 90-day plan with a shortlist of tools and builders, yours to keep
A fixed fee for the assessment, agreed in writing before we start
A one-page scorecard every week: owner, due date, status
A plain-English AI-use policy for the practice
Written scopes for any outside builder, with us accountable for the result

Tools we'd look at first: HighLevel, Sendblue, Calendly, Google Ads. Anything that touches patient data needs a signed business associate agreement with the vendor first.

Fixed fee for the assessment, agreed before we start. Monthly retainer after, if it fits.

Where it goes wrong

AI-drafted filings carry invented citations, and the lawyer who signs pays

In Mata v. Avianca a New York federal judge sanctioned two lawyers and their firm $5,000 in June 2023 after a filing cited six judicial opinions that did not exist, created by ChatGPT. The court wrote that existing rules impose a gatekeeping role on attorneys to ensure the accuracy of their filings.

Source: Mata v. Avianca, Inc., 678 F. Supp. 3d 443 (S.D.N.Y. 2023), sanctions opinion

Scribe notes omit things, so some of the time saved comes back as review

A randomized trial of 238 physicians across 14 specialties at UCLA Health compared two ambient AI scribes with usual care: one cut time in the note by 9.5 percent, the other's reduction was not significant, and omissions were the most reported error. The authors concluded ongoing physician oversight will be necessary to prevent clinically significant omissions.

Source: Ambient AI Scribes in Clinical Practice: A Randomized Trial (NEJM AI, PMC full text)

Tax practitioners stay personally accountable for AI-assisted work

On June 24, 2026 the IRS Office of Professional Responsibility released guidance on how Circular 230 applies to practitioners' use of AI. Per the AICPA's summary, AI must be used with human oversight, professional judgment, due diligence, confidentiality safeguards and accountability, and does not replace professional judgment.

Source: AICPA insights: Introductory guidelines for responsible AI use in federal tax practice (relaying IRS OPR guidance of June 24, 2026)

Questions to ask any vendor, including us

Where does a licensed person review the output before it reaches a court, client file or patient chart, and what is your measured error rate?
Will you sign a business associate agreement, what do you retain and for how long, and is any of it used to train your models?
Does the intake bot say it is AI and not a lawyer, doctor or employee, and when we cancel how do we get our data back?

Questions owners ask

is an ai receptionist hipaa compliant for a dental or medical office

A tool isn't HIPAA compliant on its own; your practice is, or isn't, in how you use it. Before any patient data moves we ask the vendor for a signed business associate agreement and read what they retain, for how long, and whether it trains their models. If the answer is a badge on a website, we treat it as no answer.

what does an ai assessment for a law firm or cpa practice cost

The assessment is a fixed fee, agreed in writing before we start. The plan is yours whether or not you keep us on. We don't do a free audit; the assessment is the work, and you pay for the work once.

can ai write legal briefs or prepare tax returns

It can draft, and a licensed person has to read every line before it's filed. A court has sanctioned lawyers for citations that didn't exist, and the IRS has said practitioners remain accountable for AI-assisted work. We put drafting on the plan only with a reviewer, a log and a citation check built into the step, and we count the edits so you know whether it's really saving time.

do patients and clients have to be told they are talking to ai

For an intake assistant, yes, in our view: it says it's automated and isn't a lawyer or a doctor, and it hands off to a person when asked. For a scribe, patients hear a consent script before recording starts and can decline. Your state bar or licensing board may already require it, and we read those rules before the demo.

we already bought an ai tool for the practice, do we still need an assessment

Start with the twenty-minute call. Often the tool you're paying for does more than anyone turned on, and the assessment's first job is to find out what you already have before adding anything. If the call tells us the fix is a setting and a training session, we'll say so.

how long before an ai phone agent is live in my practice

We won't give you a date before the assessment, because the date depends on your phone system, your practice management software, and the consent and retention terms we have to read first. What we can say is what the first version looks like: it takes a message, offers an open slot, and hands anything clinical or legal to a person. The weekly scorecard tells you whether it's on track.

Start with twenty minutes.

If you run a practice and the phone, the inbox or the paperwork is eating licensed time, book twenty minutes with Erick. He'll ask where the hours go and what you've already tried, and you'll leave with the one thing he'd look at first in a practice like yours.

Book 20 minutes