Frequently Asked Questions (FAQ) for TheraAI
What is TheraAI?
TheraAI is a custom AI chatbot service for outpatient clinics specializing in physical, occupational, and speech therapy.
Founded by Judy Lindsay, PT, DPT, CHCQM, a former private practice owner and board certified in healthcare quality.
Your custom chatbot and/or AI agent is built by therapists to handle routine inquiries, streamline workflows, and enhance patient engagement and education using your clinic’s protocols.
Why choose TheraAI over other AI solutions?
TheraAI is crafted by a physical therapist with board certification in healthcare quality. Unlike generic AI, it’s trained on your clinic’s documents and evidence-based sources, ensuring compliant, personalized responses tailored to your practice.
How do TheraAI chatbots save time?
TheraAI automates repetitive inquiries (e.g., insurance questions, attendance policy, practice questions, etc.), saving 10–15 hours weekly. This allows your staff to focus on providing personalized patient care, reducing interruptions and boosting efficiency.
Can TheraAI chatbots speak multiple languages?
Yes, TheraAI supports multiple languages, providing clear, empathetic responses in patients’ preferred languages to enhance accessibility and patient satisfaction. Currently, our chatbots support over 100 languages. Chatbots will greet a user based on the language settings of the user’s browser.
How do TheraAI chatbots increase appointments?
TheraAI chatbots engages website visitors 24/7, answering questions and guiding bookings in real time. This builds trust, converts interest into appointments, and enhances patient satisfaction from the first interaction.
Security and Data Protection
Are TheraAI chatbots HIPAA-compliant?
Yes, TheraAI undergoes rigorous testing to ensure HIPAA compliance and clinical accuracy. It’s designed to protect patient data and deliver secure, reliable communication.
For HIPAA compliance specifically:
Our medical models are HIPAA compliant, meaning they are designed to meet the strict requirements for handling protected health information (PHI).
Conversation data with our general model is encrypted in our database.
We never share your data with third parties—only the account owner has access.
By default, TheraAI Solutions enhances privacy by disabling chat history storage
Providers interested in saving chat data may do so exclusively in your own HIPAA-compliant storage using webhooks. A webhook is a way for one application to send real-time information to another application or server (like your clinic’s secure storage) automatically, as soon as something happens—such as a new chat message. Think of it like a digital “doorbell”: when someone rings (a chat event happens), the details are instantly sent to your chosen address (your server), so you can store or process the information however you need.
Once my clinic’s information is uploaded, where is the information stored?
All data used by TheraAI Solutions, is securely stored. Our servers are hosted on Oracle Cloud infrastructure. Additionally, any file blobs you upload (such as documents, images, or other files) are also stored using Azure Blob Storage services. The cloud storage provider does not access or use your data for any purpose other than storage and retrieval by your clinic’s dedicated chatbot /AI agent. Your data is not used to train any other AI model, and your data remains private and secure.
Is my information secure?
Yes, your uploaded data is stored securely on HIPAA compliant servers Oracle and Azure, using industry-standard encryption both at rest and in transit. Only authorized TheraAI personnel and trusted service providers (for storage and retrieval) have access to your data for service delivery purposes associated with your custom chatbot/AI agent.
Data protection mechanisms include:
Encryption: All customer data is encrypted using industry-standard encryption algorithms both at rest and in transit.
Access Control: We employ user roles and permissions to ensure that only authorized personnel can access sensitive data.
Rate Limiting: To protect against abuse, we implement rate limiting on our agents, controlling the number of requests per user.
Geographic Limiting: To protect against abuse of your chatbot, we implement geographical restrictions to the USA. Therefore, a VPN based in another country will return an error.
Domain Allow list: We provide controls to specify which domains your agent can be embedded on, adding an extra layer of security.
Infrastructure Security: Our database and application run on Oracle Cloud and Azure Blob Storage infrastructures.
Compliance: The platform we utilize is is fully GDPR compliant, ensuring that all personal data is handled according to the strict privacy and security requirements of the General Data Protection Regulation. This includes data encryption, user consent, and data access controls.
No AI Training: We do not use your data to train AI models. We use Retrieval-Augmented Generation (RAG) to generate responses without compromising your data.
Is my data shared?
No, your data is only used for your custom chatbot. Your data and information is not sold or used for any other purpose. Data will only be disclosed if required by law.
Is the information or questions that my patients enter considered private?
Yes, each user’s chat history is private and not visible to other users.
By default, chatbots do not use IP addresses to continue conversations across devices or sessions.
Conversation history may be stored in the user’s browser (using cookies or local storage), so returning to the chatbot on the same device/browser can show previous chats. TheraAI chatbots are default set to not recall previous conversations.
If your chatbot is set up with user identification (such as login, email, or user ID), conversations can continue across devices for that user.
IP addresses alone are not used to link or continue conversations between different sessions or devices.
Who owns the information that is uploaded to TheraAI?
You retain ownership of all uploaded data and documents sent to TheraAI. You grant TheraAI and our chatbot platforms permission to use, process, and display your data solely to provide the service to you. At any time, you can request deletion of your data and terminate your chatbot/AI agent.
If you have any more questions, about data privacy or ownership, feel free to ask Judy Lindsay at judy@theraaichat.com
Pricing and Support
What is the cost of TheraAI services?
A one-time setup fee and monthly subscriptions are based on the size of your practice and the complexity of your chatbot and/or AI agent. Please refer to https://www.theraaichat.com/pricing
What’s included in the setup and subscription?
Setup includes document analysis, custom chatbot training, HIPAA-compliant testing, and deployment. Subscriptions cover continuous retraining, performance analytics, and hands-on support to keep the AI aligned with your clinic’s needs.
What is the timeline for receiving my chatbot or AI solution?
Once TheraAI receives your documentation and information, your customized chatbot is created. The chatbot is tested to ensure that the answers it provides are in line with your information and accurate. This process may take 7-21 business days, depending on the complexity of your AI solution. Only after it completes testing, do we generate code to be embedded in your website and social media.
Once my chatbot is ready, how do I put it on my website and social media?
TheraAI will provide you with step-by-step instructions, which are written for non-tech people. If you prefer, we can embed it for an additional fee and grant login permissions to your social media and website.
How can I get started or learn more?
Request a demo at www.theraaichat.com or email judy@theraaichat.com. Our team will respond within 24-48 hours to customize TheraAI chatbots and AI agents for your clinic and answer any questions.
