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Your front desk team is talented, overworked, and unavailable 16 hours a day. Your AI Employee fills every gap — scheduling, refills, triage, intake, and follow-up — so your clinical staff can focus entirely on care.
The average primary care practice receives 100+ calls per day. 60–70% of those calls are routine — scheduling, refills, directions, hours, insurance questions. Every one of those calls takes a trained staff member away from a patient standing in front of them.
The average hold time at a medical practice is 8–10 minutes. 30% of callers hang up. Many of those become someone else's patient — or leave a negative review while they wait.
Patients with after-hours needs either burden your on-call physician with non-urgent questions, or give up and go to urgent care — costing them money and costing you the visit.
No-shows cost the US healthcare system $150B annually. The fix is simple — consistent, proactive reminders. But manually calling every patient before every appointment is impossible for a busy practice.
Trained on your scheduling system, your protocols, your payer mix, and your providers.
Books, reschedules, and cancels appointments 24/7 with direct calendar integration — no hold music, no callbacks needed.
Handles routine after-hours calls (prescription questions, appointment requests, general inquiries) so your on-call physician only gets true emergencies.
Uses your defined triage protocols to assess urgency — routes to emergency services, on-call staff, or next-day scheduling as appropriate.
Proactive call and text reminders 48 hours and 24 hours before appointments. Catches cancellations early so the slot can be filled.
Collects demographic info, insurance details, medical history, reason for visit, and referring physician — before the patient ever arrives.
Handles routine refill calls, verifies the patient is established, confirms pharmacy details, and routes to the appropriate provider for approval.
Proactively contacts patients when results are ready, provides general status, and schedules follow-up appointments when needed.
Checks patient coverage, copay amounts, and referral requirements ahead of visits — eliminating front-desk surprises on the day of service.
Calls patients 24–72 hours after procedures or significant visits to check on recovery, answer questions, and flag concerns to clinical staff.
Collects feedback after visits and flags negative experiences for immediate follow-up — protecting your reputation before a bad review is posted.
Handles records release requests, explains the process, collects necessary authorizations, and coordinates with your records team.
Books and confirms virtual visits, sends the patient portal link and tech check reminders, and handles tech support calls before the appointment.
Your practice opens after the weekend. 47 voicemails are waiting. Your front desk team of two starts returning calls — most go to voicemail. The phone is ringing constantly while they try to return calls from Friday.
Staff spends until 11 AM catching up on weekend voicemails while new Monday calls pile up. Patients who needed weekend answers chose urgent care instead. One left a 1-star review.
All 47 weekend contacts were handled in real time. 31 appointments are already scheduled. 12 prescription refills are queued for provider review. 4 urgent calls were triaged to on-call staff appropriately. Your front desk starts Monday handling only what truly needs a human.
A patient who had a procedure Friday is experiencing unusual swelling and is worried. They call the office.
Answering service picks up. Generic message. Patient panics, goes to the ER for something that could have been managed with a nurse callback. $2,800 unnecessary ER bill, frustrated patient.
Your AI Employee walks through the symptom protocol you defined. Determines it's not a surgical emergency, advises on what to watch for, schedules a Monday morning check-in call, and sends a message to your on-call nurse with full details — just in case.
Your AI Employee runs on private infrastructure, not shared cloud services. All communications occur under your practice's data agreements. It is configured to avoid soliciting Protected Health Information unnecessarily and follows the minimum-necessary standard. We work with your compliance team on setup.
Yes. It is trained on your payer mix, your copay schedules, and your referral requirements. It can answer the majority of routine insurance questions patients call about, and escalates complex coverage disputes to your billing team.
Your AI Employee is trained to recognize emergency language and symptoms you define as urgent. It immediately escalates to your emergency protocols — whether that means directing them to call 911, routing to your on-call physician, or connecting them to a nurse line.
You can configure full disclosure ('You have reached the after-hours AI assistant for Dr. Smith's office') or a more natural conversation flow. Most practices use disclosure language for compliance and trust. Patients respond surprisingly well when they get a helpful answer instead of a voicemail.
Let us build a HIPAA-conscious AI Employee trained on your practice, your protocols, and your patient population. Ready in 1–2 weeks.