Platform · Knowledge Bases
Your AI Agents, Trained on Your Practice — Not the Generic Internet
Knowledge Bases turn off-the-shelf AI into your AI. Train Conversation AI, Voice AI, and Agent Studio agents on your website, documents, FAQs, and Google Sheets — and they answer accurately, with your policies and your pricing.
Why this matters
Most "AI chatbot" tools give every customer the same generic bot. Ask it about your insurance policies and you get a wrong answer. Ask it about your specific new-patient process and it makes something up. The result: practices turn the AI off because it embarrasses them in front of patients.
Knowledge Bases solve this by grounding every AI response in your content. Your services page, your FAQ, your intake protocols, your accepted insurance list, your treatment descriptions, your seasonal hours, your booking rules. The AI answers from those sources — and tells you which source it used.
What you can train on
Web Crawler
Point at any URL. The crawler ingests your website, blog, services, and pages. Auto-refresh keeps it in sync.
Documents
Upload PDF, DOCX, TXT. Intake protocols, training manuals, billing policies, treatment guides — all become AI-queryable.
Rich-Text Articles
Write articles directly in PatientCopilot. Useful for FAQs, internal SOPs, and practice-specific instructions.
Knowledge Base Tables
Structured rows of data — service price lists, provider availability rules, insurance acceptance matrices. AI queries them precisely.
Google Sheets Integration
Connect a Google Sheet; updates sync live. Perfect for data that staff already maintains in spreadsheets.
CSV Download / Export
Export the whole knowledge base anytime. Your content stays yours.
How it works under the hood (briefly)
Sources are ingested, chunked, and embedded into a vector store. When an AI agent gets a question, it retrieves the most relevant chunks and uses them as context for the response. This pattern is known as RAG (retrieval-augmented generation). You do not have to manage any of it; PatientCopilot handles ingestion, refresh, embedding, and retrieval automatically.
The Retrieval Tester
The Knowledge Base Retrieval Tester is what lets you audit and refine. Type any question; see exactly which sources the AI retrieves and how it would answer. Catch gaps before they reach a patient. Add missing content, re-test, deploy.
Auto-refresh keeps everything current
Update your prices on the website? The crawler re-fetches the page. Add a new service to the Google Sheet? The knowledge base picks it up. Replace an FAQ document? The new version is indexed. You never have to remember to re-train.
What to train on (and what not to)
Train on: services, pricing, hours, accepted insurance, intake instructions, FAQs, treatment descriptions, policies, location info, provider bios.
Do not train on: patient records, PHI, clinical notes. Those stay in your contact database with its own access controls. Knowledge bases are for the practice's static content, not individual patient data.
Use cases
- Accurate insurance answers — "Do you take Aetna?" → AI knows your current acceptance list.
- Specific intake instructions — "What should I bring?" → AI gives your real list.
- Service-specific pricing — "How much is a chiropractic adjustment?" → AI quotes your real price tier.
- Location-specific hours — multi-location practices get accurate per-site answers.
- Treatment process Q&A — "What is a Graston session like?" → AI explains using your descriptions.
How it pairs with the rest of PatientCopilot
Knowledge Bases are the content layer. Conversation AI and Voice AI consume them on every interaction. Agent Studio agents query them as a node in any flow. Ask AI uses them to help staff find practice info instantly. MCP Server exposes them to external AI tools.
FAQ
What is a knowledge base?
The corpus of practice content your AI agents answer from.
What can I train on?
Web URLs, documents, rich text, structured tables, Google Sheets.
How current does it stay?
Auto-refresh on trained links. Most changes propagate within hours.
Can I see what the AI knows?
Yes — Retrieval Tester. Type a question, see sources used and answer drafted.
Is PHI safe?
Knowledge bases are for static content, not patient records. PHI stays in the contact database.
Ready to Get Started?
Contact us today and take the first step. Free consultations available.