Every Patient Call Answered. Every Time.
A HIPAA-compliant AI receptionist for medical practices that handles appointment booking, prescription refill routing, and routine enquiries 24/7 — so your clinical staff can focus on patients in the room, not calls on hold.
The problem
Your front desk can't answer every call. Ours can.
Medical Advisory Network research shows that front desks in busy practices miss 30–40% of inbound calls during peak hours. After-hours calls are almost entirely lost to voicemail — most patients hang up.
Appointment booking, prescription refill requests, referral questions, directions, and insurance verification. These calls pull nurses and MAs away from clinical work — raising cost-per-patient for tasks that don't require clinical judgement.
Missed appointments cost a typical practice $150–$300 per slot. Automated confirmation calls and reminders from the AI cut no-shows by reminding patients and offering easy rescheduling before the slot is wasted.
How it works
Answers the call. Handles the request. Updates your EHR.
Patient calls your practice
The AI receptionist answers in under 2 rings, 24/7 — including after-hours, weekends, and holidays. No hold music. No voicemail for routine requests.
It handles the request
Appointment booking and rescheduling, prescription refill requests, referral status, insurance questions, hours and directions — all handled without transferring to staff.
Clinical escalations go immediately to your team
Chest pain, breathing difficulty, allergic reactions, or any patient-defined urgency — the AI transfers immediately to your on-call clinical line with full call context.
Your EHR is updated automatically
New appointment bookings sync directly to your scheduling system. Refill requests create a task in your EHR workflow. No data re-entry at the front desk.
Capabilities
What the AI handles.
24/7 inbound call handling
Answers every call including after-hours, weekends, holidays.
Appointment booking and rescheduling
Reads live availability and books directly into your scheduling system.
Prescription refill routing
Collects refill requests and routes to the prescribing provider workflow.
Clinical escalation
Urgent symptoms and emergencies transferred immediately to on-call staff.
Referral status enquiries
Checks and reports referral status without involving front desk.
Insurance verification questions
Answers common insurance and billing questions from a configured knowledge base.
Appointment reminders
Outbound reminder calls 48 and 24 hours before appointments, with rescheduling option.
HIPAA-compliant infrastructure
BAA in place before any PHI flows. AES-256 at rest, TLS 1.3 in transit, zero-retention LLM API.
EHR integrations
Works with your existing systems.
Every integration is validated during the PoC using your real credentials — not a demo environment.
Epic
MyChart scheduling API integration
Athenahealth
Native API — scheduling and patient records
eClinicalWorks
Appointment and task creation
Kareo / Tebra
Scheduling and billing enquiries
DrChrono
Appointment booking via API
ModMed
Scheduling integration for specialty practices
Specialties
Built for all practice types.
Already have dental or orthodontic practices? See our dental receptionist →
FAQ
Common questions.
Is this HIPAA-compliant?
Yes. We sign a Business Associate Agreement before any patient information flows through the system. Call transcripts and recordings are stored in HIPAA-eligible infrastructure with AES-256 encryption at rest and TLS 1.3 in transit. We use zero-data-retention agreements with all LLM API providers — patient data is never used for model training.
What happens when a patient describes an urgent symptom?
Urgent and emergency escalation is configured before go-live. You define the trigger phrases and conditions for your practice. When the AI detects an urgent situation — chest pain, difficulty breathing, signs of a stroke — it transfers immediately to your on-call clinical line and sends a priority alert to your team. The AI never triages clinical urgency on its own.
Can it handle prescription refill requests?
Yes, with the workflow you define. The AI collects patient name, date of birth, medication name, pharmacy, and prescribing provider. It then creates a refill task in your EHR workflow or sends a structured message to the prescribing provider. It does not authorise refills — it routes the request to the right person.
Which EHR systems does it integrate with?
We integrate directly with Epic (MyChart API), Athenahealth, eClinicalWorks, Kareo/Tebra, DrChrono, and ModMed. If your system has a REST API or HL7 FHIR endpoint, we can integrate with it. We validate the integration during the proof of concept before any production deployment.
How long does setup take?
We run a 2–4 week proof of concept on a test number using your real intake scripts, scheduling system, and EHR integration. You validate it with your team — including clinical escalation flows — before going live on your main number. Full deployment takes 4–6 weeks.
We have multilingual patients. Can the AI handle that?
Yes. The AI detects the caller's language and switches automatically. We support 20+ languages including Spanish, Mandarin, Vietnamese, Arabic, Tagalog, and more. Particularly useful for practices serving diverse urban populations.
Answer every patient call — without adding headcount.
Call us to scope the deployment. We sign the BAA, validate your EHR integration, and go live in 2–4 weeks.