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Kairos case file · II · Solutionsfol. 3/12
Folio II · Solutions

Ready-to-deploy solutions, configured for you.

Each solution is configured with your company’s rules and has its own demonstration with fictitious data. They are hired separately or as a package, with a pilot that has written success criteria and no lock-in.

Kairos Money · Collect and submit

II.1Submit insurer claims without typing themKairos Claims · Clinics · Hospitals · LabsFrom $250 a month

The problem: Insurer claims submitted one by one, and late. Insurer claims submitted, recorded and verified automatically.

Before

A person logs into each insurer’s portal and types claim after claim.

After

Claims are submitted and verified on their own; anything incomplete is set aside with the reason.

How it works

  1. Picks up the pending accounts
  2. Reads the file (automatic reading)
  3. Applies the clinic’s rules matrix
  4. Submits in the portal
  5. Records the number and verifies

If in doubt → Incomplete accounts (signature, diagnosis, invoice or documents) or late ones go to a daily list for billing.

What it includes

  • ICD-10 / ICD-9 coding
  • Signature and duplicate control
  • Canary and alarms
  • Daily audit
Connects with
Insurer monitor, insurer portals, HIS
What is measured
Time per claim and percentage of claims verified
Reference investment
From $1,500 + $250/mo · Pro: from $300/mo USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the Kairos Claims folioTry the demonstration
II.2See what each insurer owes youKairos Monitor · Clinics · Hospital groupsFrom $120 a month

The problem: You do not know how much each insurer owes you or what has been flagged. A dashboard of your insurer receivables: received, submitted, paid and flagged.

Before

Nobody knows for sure what is submitted, paid or flagged.

After

A daily dashboard with every account, its stage and delay alerts.

How it works

  1. Connects to your sources
  2. Consolidates by insurer
  3. Calculates the days in each status
  4. Alerts on delays and flagged items
  5. Sends a weekly report

If in doubt → Delay and flag alerts go to your receivables owner, who decides how to handle them.

What it includes

  • Receivables aging
  • Alerts by insurer
  • Flag trends
  • Exports to Excel
Connects with
Accounts system, Excel, portals
What is measured
Days to collect and flags caught in time
Reference investment
$800 + $120/mo USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment
II.3Collect overdue invoices without chasing themKairos Cobra · Any company with receivablesFrom $300 a month

The problem: Collecting is uncomfortable, it gets forgotten and receivables age. WhatsApp reminders for overdue invoices that respect disputes, payment promises and a maximum number of reminders.

Before

Overdue invoices are chased only when there is time.

After

WhatsApp reminders to the right person, respecting disputes and payment promises.

How it works

  1. Reads the overdue receivables
  2. Respects disputes and payment promises
  3. Picks a friendly or firm tone depending on the delay
  4. Sends the reminder on WhatsApp

If in doubt → Verifies delivery; after 3 attempts, a person

What it includes

  • Friendly or firm tone depending on days overdue
  • Respects disputes and payment promises
  • After 3 reminders, a person calls
  • Message with only the invoice number and days
Connects with
At implementation: your ERP or receivables Excel and WhatsApp Business
What is measured
Days to collect and overdue receivables
Reference investment
$800 + $300/mo USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment

Kairos Documents · Read and verify

II.4Check that every document is completeKairos DocCheck · Healthcare · Insurance · BankingFrom $100 a month

The problem: Documents rejected for a missing signature, stamp or date. Checks that every document is complete before it is sent: required fields, format, validity and signature.

Before

Incomplete documents are discovered once they have already been returned.

After

Every document is checked before it is sent and what is missing is flagged.

How it works

  1. Receives the document
  2. Checks the required fields
  3. Validates format and validity
  4. Checks the signature
  5. Returns complete, or the failure codes

If in doubt → Documents with failures go back to your team with the exact reason: nothing incomplete slips through.

What it includes

  • Required fields and formats
  • Document validity
  • Signature in the configured area
  • Only failure codes, never the content
Connects with
At implementation: folders, email or your system’s API
What is measured
Rejections avoided
Reference investment
$1,000 + $100/mo (up to 2,000 documents) USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment
II.5Load invoices and documents without typingKairos Docs · Logistics · Free Zone · AccountingFrom $100 a month

The problem: Invoices and receipts typed by hand. Reads commercial invoices and bills of lading, checks that the total adds up and loads them into your system.

Before

Invoices and documents copied into the system by hand.

After

They are read, totals are verified and they are loaded; anything illegible goes to review.

How it works

  1. Reads the invoice or bill of lading
  2. Extracts the fields with your template
  3. Checks that the total adds up
  4. Loads into your system

If in doubt → If a field is missing or the total does not add up, the invoice goes to a person for review: nothing doubtful is loaded.

What it includes

  • Field templates by document type
  • Validation that the total adds up
  • Missing or mismatched items go to review
  • Verification of the loaded record
Connects with
At implementation: your ERP by API or import file, and OCR for scans. On-screen loading: extra, quoted separately
What is measured
Typing hours saved
Reference investment
$1,200 + $100/mo (up to 1,500 documents) USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment
II.6Answer your team from the company manualKairos Assist · Mid-size and large companies · from ~600 internal queries a monthFrom $120 a month

The problem: The team asks the same questions over and over. An internal assistant that answers your team citing the exact section of the company manual.

Before

The team asks the same questions over and over and searches through manuals.

After

Immediate answers that cite the company manual.

How it works

  1. Receives the question
  2. Searches the company manuals
  3. Measures the match
  4. Answers citing the section

If in doubt → Anything sensitive or not covered goes to the responsible person

What it includes

  • Cites the section the answer comes from
  • Measures the match before answering
  • Sensitive topics go to the responsible person
  • Local search, no external services
Connects with
At implementation: your manuals and the channel your team uses (internal web, Teams or WhatsApp)
What is measured
Queries resolved without escalating
What size it suits
Worth it from ~600 internal queries a month and with a written manual; below that, it is not offered.
Reference investment
$1,200 + $120/mo (up to 50 users) USD excl. ITBMS tax · pilot with written success criteria, no lock-in
Illustrative example

Onboarding new salespeople

Distribuidora Demo (fictitious company, 40 salespeople)

Before
Each new salesperson spent their first weeks asking colleagues about prices, credit policies and product sheets.
With Kairos Assist
They ask Kairos Assist on WhatsApp and get the answer with the section of the manual it comes from. Anything not written down goes to the supervisor, and that gap is added to the manual.
What would be measured
Days to the first unassisted sale and questions resolved without escalating.
See the demonstrationTalk it over in the Express Assessment

Kairos Customer · Serve and sell

II.7Book and confirm appointments on WhatsAppKairos Agenda · Practices · Clinics · ServicesFrom $150 a month

The problem: Overwhelmed WhatsApp, lost appointments and no-shows. A WhatsApp agent that books, confirms, reschedules and reminds about appointments 24/7.

Before

Appointments confirmed by hand and messages unanswered after hours.

After

The assistant books, confirms and reschedules at any hour; anything doubtful goes to a person.

How it works

  1. The patient writes on WhatsApp
  2. The agent offers real time slots
  3. Books in your calendar
  4. Reminder 24 h before

If in doubt → Hands over to a person when needed

What it includes

  • Fewer no-shows
  • Frequently asked questions
  • Handover to a human
  • Multi-site
Connects with
WhatsApp Business API, Google Calendar, clinic system
What is measured
Appointments booked without intervention and no-shows
Reference investment
From $500 + $150/mo (WhatsApp included) USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment
II.8Give each salesperson their task of the dayKairos CRM · Small service businesses · ClinicsFrom $90 a month

The problem: Customers lost between chats, emails and notebooks. A sales funnel that gives each salesperson their task of the day every morning.

Before

Prospects and quotes without follow-up.

After

Every morning each salesperson receives their task of the day.

How it works

  1. Reviews the funnel every morning
  2. Calculates the days without contact
  3. Assigns the task of the day
  4. Summarizes by stage

If in doubt → Negotiations and upset customers are handled by the salesperson; after 5 days without contact the supervisor is notified.

What it includes

  • Task of the day per opportunity
  • Days without contact by stage
  • Negotiations and upset customers to the salesperson
  • Summary by stage without names
Connects with
At implementation: your current Excel or CRM; the salespeople’s screen is built during the pilot
What is measured
Timely follow-ups and closings
Reference investment
From $1,500 + $90/mo (up to 5 users) USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment
II.9Sort the email and answer the repetitiveKairos Inbox · Teams with high email volume · from ~1,500 emails a monthFrom $120 a month

The problem: An email inbox impossible to answer on time. Classifies incoming email, answers the repetitive with approved templates and opens the request in the right area.

Before

A shared mailbox where everything arrives mixed together.

After

Email is classified, the repetitive is answered and the rest goes to the right area.

How it works

  1. Reads the email
  2. Classifies it by category
  3. Answers with a template or opens the request
  4. Verifies it was sent

If in doubt → Complaints and ambiguous emails go to a person

What it includes

  • Configurable categories
  • Templates approved by you
  • Complaints and ambiguous emails to a person
  • Record of every reply
Connects with
At implementation: your mailbox (IMAP or Microsoft 365)
What is measured
First-response time
What size it suits
Worth it from ~1,500 emails a month; below that, it is not offered (the monthly fee would exceed 40% of the savings).
Reference investment
$600 + $120/mo (all included) USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment
II.10Confirm appointments with automated callsKairos Voice · Clinics · CollectionsFrom $200 a month

The problem: Hours on the phone confirming appointments and payments. Appointment confirmation calls with an approved script that understands simple answers.

Before

Calls are made one by one to confirm appointments.

After

Calls with a script you approve; anything that needs a person is handed over.

How it works

  1. Checks consent and schedule
  2. Calls with the approved script
  3. Understands confirm or change
  4. Records the result

If in doubt → If they ask for someone, a person calls back

What it includes

  • Understands 1/yes and 2/change
  • Respects consent and schedule
  • Maximum 3 attempts
  • Asks to speak with someone: a person calls back
Connects with
At implementation: telephony provider and your calendar
What is measured
Confirmations achieved per day
Reference investment
$1,000 + $200/mo (up to 1,500 minutes) USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment

Cross-cutting · For all processes

II.11Watch all your processes from one dashboardKairos Central · Companies with 3 or more processesIncluded in Kairos Care

The problem: Nobody finds out in time when an automated process stops. A dashboard installed on your server that monitors, coordinates and fixes your automated processes.

Before

Nobody sees in time when a process stops.

After

A dashboard on your server that monitors, coordinates and fixes.

How it works

  1. Checks every process every few minutes
  2. Fixes only known failures, with rules you approve
  3. If a process fails, it stops the ones that depend on it
  4. Everything is logged and can be reverted

If in doubt → Anything without an approved fix reaches your owner as a ticket.

What it includes

  • Installed on your server: your data stays put
  • Users and roles; Kairos support only by invitation and time-limited
  • If a fix does not work, it reverts on its own
  • Tamper-proof audit log
Connects with
Installed on your server and connected to the Kairos products you use
What is measured
Failures resolved without intervention and time to detect them
Reference investment
$900 installation (included from 3 products) · monthly fee within Kairos Care USD excl. ITBMS tax · pilot with written success criteria, no lock-in
See the demonstrationTalk it over in the Express Assessment
Build your package

Pick your solutions and see the estimated price.

Tick “Add to my package” on each card. When you combine products from the same package, implementation of the second and later ones gets a 20% discount. Monthly fees do not change.

  • You have not picked any solutions yet.
Implementation (one-time payment)
$0
Discount for combining
$0
Implementation after discount
$0
Monthly fee for the solutions
$0

Reference prices in USD, excl. ITBMS tax. Kairos Care (from $150 a month) is quoted separately. Kairos Central is installed at no cost from 3 products. The final price is confirmed in the Express Assessment.

Book with this package →
II.13 · By industry

Where to start, by sector.

Clinics and healthcare

Collect from insurers without chasing every claim.

For clinics, laboratories and imaging centers in Panama that lose hours submitting claims, chasing denials and confirming appointments on WhatsApp.

Folio II.a · their story A clinic lives on collecting well: every claim that comes back over a detail is money arriving late. The work repeats hundreds of times a month, in every portal, and almost nobody sees it until the receivables weigh. Here the system submits, verifies and sets aside the doubtful with its reason, so your team sees patients and not forms.

Does this happen to you?

  • Claims one by one. Your team logs into each insurer’s portal and repeats the same work hundreds of times a month.
  • Denials discovered late. Nobody knows for sure what is submitted, paid or returned until it is too late.
  • Overwhelmed WhatsApp. Unconfirmed appointments, no-shows and patients who do not get a timely answer.

What we recommend: the Kairos Money package

Build your package →

Real pilot. Every claim verified against the portal; anything doubtful goes to a person. Tested on a real insurer-claims operation.

Do you see my patients’ data?

Not in the Express Assessment: only volumes and approximate times. At implementation, the bot runs on your infrastructure, with an NDA and a data processing agreement signed before any access.

What happens if the insurer’s portal changes?

Kairos Care monitors the bot every day and adjusts to portal changes; if something does not add up, the case goes to a person on your team.

Does it work with my insurer?

It was tested in a real pilot with one insurer; each new insurer is configured and tested in a pilot before going live.

What if a claim has no signature or diagnosis?

It is not submitted: it is held back with the reason marked so your team can complete it.

Is it useful if I have no claims, only appointments?

Yes. Kairos Agenda is hired separately and has a demo you can try today.

Am I tied to a long contract?

No. After the pilot everything is month to month and can end without penalty. When it ends, we delete your data with written confirmation.

Logistics and Free Zone

Shipping documents that load themselves.

For logistics operators, freight agencies and Free Zone companies that type invoices, bills of lading and packing lists by hand.

Folio II.b · their story In a shipment, the paperwork goes ahead of the cargo: commercial invoice, bill of lading, packing list. One wrongly copied figure holds up a clearance. Here documents are read, cross-checked against each other and loaded into the system; anything illegible or that does not match goes to a person before it costs a fine.

Does this happen to you?

  • Endless typing. Commercial invoices, bills of lading and packing lists copied by hand into the ERP or the customs platform.
  • Mistakes that cost. One wrongly copied figure delays a clearance or triggers a fine.
  • Collections that drag. Receivables age because nobody has time to follow up.

What we recommend: the Kairos Documents package

Build your package →

Try them before talking to us. Docs, DocCheck and Cobra have a demo you can use today. Try them now with fictitious documents in the demos.

Does it connect to my ERP?

Yes, by API or through your ERP’s import file. If your system has neither, on-screen loading is quoted separately in the assessment.

What happens with an illegible document?

Nothing is guessed: it goes to human review with the reason marked.

How is the scope defined?

In the assessment we agree in writing on the systems involved, the first process and the success criterion.

Does it work with documents in English or Chinese?

The languages and formats of your suppliers are defined in the assessment; anything that cannot be read with certainty goes to a person.

Does my shipping data leave the company?

No. The process runs on your infrastructure, with a confidentiality agreement signed before we start.

Am I tied to a long contract?

No. After the pilot everything is month to month and can end without penalty. When it ends, we delete your data with written confirmation.

Service companies

So that no customer goes unanswered.

For practices, firms, beauty studios, gyms and small service businesses that sell and serve over WhatsApp and email.

Folio II.c · their story A service company sells over WhatsApp and email, at any hour. The customer who writes at night and gets no reply goes elsewhere. Here the assistant replies with your rules, books and follows up; anything that needs a person is ready for your team first thing in the morning.

Does this happen to you?

  • Lost messages. Prospects who write at night or on weekends and nobody answers.
  • Manual scheduling. Hours spent confirming, rescheduling and reminding about appointments.
  • Follow-up that does not happen. Quotes sent that are never chased and payments that are forgotten.

What we recommend: the Kairos Customer package

Build your package →

Try it before talking to us. Kairos Agenda has a demo you can use today. CRM and Cobra also have a demo in the demos, with fictitious data.

Does the bot answer like a person?

It answers with your rules, hours and tone. When in doubt, it hands the conversation to a person on your team.

Do I need the WhatsApp Business API?

For Agenda, yes; we set it up. Meta’s cost is paid separately, at cost.

Can I start with something small?

Yes: one product, a pilot with written success criteria and no lock-in, and you grow only if it works.

What happens outside business hours?

The assistant answers 24/7 with your rules; anything that needs a person is ready for your team first thing in the morning.

Can I change the answers myself?

The rules and answers are yours: they are adjusted whenever you ask, and with Kairos Care the adjustments are included.

Am I tied to a long contract?

No. After the pilot everything is month to month and can end without penalty. When it ends, we delete your data with written confirmation.

How we start

  1. Express Assessment. 3 online questions, free: an instant map and a quick sketch before the call. Only volumes, no sensitive data.
  2. Kairos Assessment. A map of your 3 areas and the process with the highest return. $490, credited if you implement.
  3. Supervised pilot. With written success criteria and no lock-in: if it does not meet the agreed criterion, you leave without penalty.
  4. Production with Kairos Care. Monitored every day, with a monthly value report. Month to month, no lock-in.

30 minutes to find your process with the highest return.

Book the Express AssessmentSee pricing
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