AI PHONE ANSWERING
A phone that is always answered, by an assistant that knows when to hand off.
We set up a voice assistant that answers calls your front desk cannot, handles simple requests, and passes everything else to a person, on a platform covered by a Business Associate Agreement.
TL;DR
AI phone answering is a voice assistant that picks up when your front desk is busy or closed. It can answer common questions, take a message, and book or route the call. It suits clinics because many new patients still call first, and a missed call is often a missed booking. It is a helper for your team, not a replacement, and it never gives medical advice.
Part of Never Miss a Patient
WHERE IT LEAKS
What goes wrong without it.
Calls ring out while the front desk is checking a patient in.
After-hours callers reach a voicemail box that fills up.
The same five questions take up a large part of the day.
Urgent calls and routine calls wait in the same line.
Nobody knows how many calls were missed last week.
WHAT WE DO
The pieces, and what each one does.
Answering
Every call picked up, day or night, in a voice that fits your practice.
- A greeting that says clearly the caller is speaking with an automated assistant
- Answers to common questions about hours, location, services and first visits
- Overflow mode during the day and full coverage after hours
- An option to reach a person at any point
HEALTHCARE NOTES
The rules this runs under, and how we handle them.
A BAA with the voice platform
Calls to a practice often include health information. We use voice and transcription vendors that will sign a Business Associate Agreement, and we check how recordings and transcripts are stored, who can reach them and how long they are kept.
No clinical advice
The assistant does not assess symptoms or advise on treatment. Clinical questions go to your staff. Emergency language is built into the greeting and the script.
Call recording and disclosure
Some states require every party's consent before a call is recorded. The assistant tells callers it is automated and, where calls are recorded, says so at the start. We work alongside your compliance counsel on the wording for your state.
Minimum necessary
The assistant collects what is needed to book or route the call and no more. Summaries sent to staff by text carry a name and a callback reason in general terms, with detail kept in the secure system.
We work alongside your compliance counsel. We aren’t lawyers, and nothing here is legal advice. How we handle HIPAA and ad rules
WHAT YOU GET
In your hands, in your accounts.
- A voice assistant on your practice phone line
- Approved scripts, answers and handoff rules
- Booking or queuing of appointment requests
- Call summaries sent to your front desk
- A Business Associate Agreement in place with the voice vendor
- Regular review and tuning
- Call volumes and answer rates in your monthly report
WHO USES IT
Specialties that lean on this most.
- DentalGeneral, family, cosmetic and specialty dental practices
- Med Spas and AestheticsInjectables, lasers, skin and body treatments
- Chiropractic and Physical TherapyChiropractic, physical therapy and rehab clinics
- Wellness ClinicsIV therapy, hormone and weight loss clinics
- Mental and Behavioral HealthTherapy, psychiatry and behavioral health practices
BEFORE YOU ASK
Frequently asked.
Yes. The assistant says so at the start of the call, and callers can ask for a person at any time. We think that is both the honest approach and the one patients prefer.
It depends on your scheduling system. Where a connection is available, it can book. Where it is not, it takes the request and your team confirms the time.
The assistant does not handle clinical questions. It tells callers with an emergency to call 911, and it routes urgent calls to the number or person you choose.
We use vendors that will sign a Business Associate Agreement and we review how they store recordings and transcripts. Whether the setup meets your obligations is a call for you and your compliance counsel, and we give you what you need to make it.
No. It picks up the calls your team cannot get to and takes routine questions off their plate. Your staff stay in charge of anything that needs judgment.
WORKS WITH
Instant Patient Follow-Up
We set up instant replies to forms, texts and missed calls, plus confirmations and reminders, all on messaging tools that will sign a Business Associate Agreement.
ExploreRebooking, Recall and Memberships
We set up recall, rebooking and membership follow-up so patients and clients come back when they are due, without your team chasing a list by hand.
ExploreHIPAA-Safe Reporting and Attribution
We set up tracking and reporting that shows where inquiries and bookings come from, built so no protected health information reaches an ad or analytics platform.
Explore
See where patients are slipping away.
Get a free Patient Growth Audit in 2 business days. It includes a tracker and compliance scan. No obligation.