40% of bookings now happen after hours
Once the receptionist was answering, four in ten bookings arrived outside business hours. That demand always existed. It was going to voicemail and, from there, to the practice down the road.
Award-Winning AI Development & Consulting
Clinical & Front-Office
What a Missed Call Actually Costs a Practice
Before the AI receptionist went live, the specialty network in our case study answered 61% of inbound calls. Here is where the other 39% were going, and what changed. Not because the team was idle.
Read the full evidence
Because the phone rang while they were checking in the patient at the desk, at lunch, or after the doors closed. Most of those callers did not try again.
- Clinic rush and lunch
- After 5pm and weekends
- Multiple lines ringing at once
- One caller never calls back
Business impact
39%
of inbound calls were never answered before the AI receptionist went live.
Source: Specialty provider network case study
Every Call Your Front Desk Cannot Get To, Answered
During clinic rush, at lunch, after 5pm and on Saturday morning. The AI receptionist picks up on the first ring, in your practice name, and does the front desk work the call needs.
01
Answers on the first ring, 24/7
Every caller, at the same time, with no hold queue. The 6:40pm call that used to hit voicemail is answered at 6:40pm.
02
Books new and existing patients
Checks live availability, offers real slots, captures the details your intake needs and writes the appointment into your practice management system.
03
Reschedules and cancellations
Moves the appointment instead of losing it, applies your cancellation policy consistently, and offers the freed slot to the waitlist.
04
Answers the routine questions
Hours, location and parking, which insurance you accept, what to bring, how to prepare, whether you are taking new patients. The questions that take up a third of front desk time.
05
Triage and transfer
Understands why the patient is calling. Clinical questions, results, billing disputes and urgent calls go to the right person immediately, with a summary so nobody repeats themselves.
06
Overflow, after hours, or everything
You choose the routing. Take only the calls the desk misses, only calls outside business hours, or every call. Change the rule any time.
What Changed After the AI Receptionist Went Live
Every number below is from the same specialty provider network, measured after go-live.
New patient bookings rose 31%
A new patient calling for the first time is the most expensive call to miss. They have no loyalty yet and a list of other numbers. Answering first is most of the battle.
No show rate fell from 26% to 11%
Confirmations that a person actually answers, a chance to reschedule instead of skipping, and waitlist backfill when a slot does open up.
Every site live in under four weeks
Connector to the scheduling system, approved call flows, routing rule set. No new phone system, no new software at the desk.
Integrations
Works With the Systems Your Practice Already Runs
The agent is only useful if the booking lands in your real schedule and the call routes through your real phone number. Both are handled through a connector on your side, so nothing about how your team works changes.
9 named systems it connects to
Telephony & Call Routing
- Keep your existing number
- SIP trunking
- Overflow and after hours forwarding
- Warm transfer to any extension
Channels
- Inbound and outbound voice
- SMS confirmations and directions
- Missed call text back
- Voicemail fallback if you want one
Running something not listed here? Tell us the system on the call. Scoping the connector is the first thing we do, before anything is quoted.
AI Receptionist
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Epic
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Oracle Health (Cerner)
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athenahealth
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eClinicalWorks
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NextGen
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Meditech
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Curve Dental
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Open Dental
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Twilio
Built for Healthcare, Safe by Design
A voice agent that talks to patients carries a higher bar — every safeguard below is built in from the start.
PHI is encrypted end to end, auto-redacted with human review, never used to train models — HIPAA, HITECH, and SOC 2 Type II.
The agent introduces itself with your practice name, hours, and tone — a natural, on-brand conversation, not a robocall.
The agent follows the call flows you approve — never improvises clinical advice, and escalates anything outside its remit.
Complex, sensitive, or unhappy calls route to your team automatically — the agent knows the edge of its lane and steps back.
Every call is logged, transcribed, and reviewable, so you always know exactly what was said on your behalf.
PHI is deleted on a fixed schedule per your agreement, never retained in training datasets, and never shared.
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AI Receptionist — FAQs
[ 1 ]
What is an AI receptionist for a medical or dental practice?
An AI receptionist is software that answers your practice phone in natural conversation and does the front desk work the call needs: booking, rescheduling and cancelling appointments in your practice management system, answering routine questions about hours, location, insurance and preparation, and transferring anything clinical or sensitive to your team with a summary. It answers every call at once, around the clock, in your practice name. It is not a phone tree and it is not a voicemail box.
[ 2 ]
How is an AI receptionist different from an answering service?
A human answering service takes a message and bills by the minute. The operator cannot see your schedule, so nothing gets booked, and the message still has to be returned the next morning by your team. An AI receptionist books the appointment while the patient is on the line, answers their questions, and only creates a message when a person is genuinely needed. Cost does not rise with call volume, and PHI is not being handled by a rotating pool of third party operators.
[ 3 ]
How is it different from an IVR or auto attendant?
An IVR presents a menu and routes. It cannot book, cannot answer a question, and after hours it collects a voicemail. The AI receptionist listens to what the patient says in their own words and resolves it: offers live slots, writes the booking, answers the question, or transfers with context. Callers who abandon a menu stay on the line because they are talking to something that is helping.
[ 4 ]
Can it book directly into our practice management system?
Yes. A connector on your side reads availability and writes bookings, reschedules and cancellations back into the system you already use, so your team keeps working in the same screen with no double entry. We have connected to or scoped connectors for Epic, Oracle Health, athenahealth, eClinicalWorks, NextGen, Meditech, Curve Dental and Open Dental among others. If yours is not listed, scoping the connector is the first thing we do.
[ 5 ]
Does it sound human?
It holds a natural, low latency conversation, uses your practice name, hours and tone, and handles interruptions the way a person does. It also tells patients it is an automated assistant when asked. Patients should never be misled about who they are talking to, and in our experience they do not mind as long as the call gets them what they needed.
[ 6 ]
What happens when a caller asks something it cannot handle?
It transfers. Clinical questions, test results, billing disputes, complaints, a distressed caller, or anything outside the call flows you approved go to your team immediately with a summary of the conversation so far. If nobody is available it takes a structured message, confirms the callback number and creates a task. It never improvises a clinical answer.
[ 7 ]
Can it handle several calls at the same time?
Yes, with no limit. Monday morning after a long weekend, a weather cancellation wave, or a marketing campaign that lands while the desk is at lunch no longer produce a queue or a busy signal. Every caller is answered on the first ring at the same time. This is the main thing a receptionist hire cannot do.
[ 8 ]
Do we have to change our phone number or phone system?
No. Your number stays and your phones stay. A forwarding rule you control sends calls to the receptionist: every call, only overflow when the desk is busy, or only outside business hours. You can change that rule whenever you like. Transfers to any extension work as they do today.
[ 9 ]
Is it HIPAA compliant?
Yes. We sign a Business Associate Agreement. PHI is encrypted in transit and at rest, access to recordings and transcripts is role based, and patient data is never used to train models. Every call is logged and transcribed so you can review exactly what was said on your behalf. We operate to HIPAA, HITECH and SOC 2 Type II standards across all of our healthcare work.
[ 10 ]
Will it work for a practice with multiple locations?
Yes. One receptionist can answer for every site with a location specific greeting, hours and provider list, route by location, provider or service, and book into each site's schedule. The multi site specialty network in our case study went live across every location in under four weeks.
[ 11 ]
How long does setup take?
A single practice is usually live in two to three weeks. The multi site network in our case study was live at every location in under four. The timeline is set by the connector to your scheduling system and how quickly your team approves the call flows, not by the AI.
[ 12 ]
How much does an AI receptionist cost?
It is priced as a flat monthly service for the practice, not per minute or per call, so a busy month does not produce a surprise bill. The figure depends on the number of locations and whether you also want outbound recall and confirmations. We give a fixed quote after a short call about your call volume. The comparison most practices make is against a human answering service billed by the minute, or a front desk hire that still leaves the phone unanswered at lunch and after 5pm.
[ 13 ]
What results should we expect?
On the network in our published case study, answered calls went from 61% to 94%, new patient bookings rose 31%, 40% of bookings now happen after hours, and the no show rate fell from 26% to 11%. Your numbers depend on how many calls you miss today, which we will measure with you before you commit to anything.
Find Out How Many Calls You Missed Last Week
Most practices have never counted. We will look at your call logs with you, show you where the calls are going, and let you hear the receptionist answer one in your practice name. Thirty minutes. No pitch deck. No commitment. Ready for outbound recall and confirmations as well? See the full AI voice agent for healthcare.
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