A medical virtual receptionist that answers the phones your front desk cannot reach
The front desk is checking a patient in, the phone is ringing, and the caller who wanted to book a physical is now on hold for the fourth minute. Some of them hang up. Some of them do not call back.
Google Calendar
TwilioHubSpot
Cal.com
Chris P.
New patient
Why the calls get missed
A small practice answers the phone with the same two people who greet patients, verify insurance and take payments. Call volume peaks at 8am and after lunch, exactly when the desk is busiest. Overflow goes to voicemail, and voicemail is where new patients disappear.
Front desk overflow
Yesterday, before the agentChris P.
Voicemail · 0:42
Chris P.
Answered · booked or routed
Unknown caller
Voicemail · 0:11
Unknown caller
Answered · booked or routed
Marcus T.
Voicemail · 1:03
Marcus T.
Answered · booked or routed
Priya K.
Voicemail · 0:27
Priya K.
Answered · booked or routed
Luis M.
Voicemail · 0:36
Luis M.
Answered · booked or routed
What it handles on the call
- New patient calls booked into real availability with insurance captured for verification
- Existing patients rescheduled or confirmed without a callback
- Prescription refill requests logged with pharmacy and medication for the clinical team
- Results and clinical questions routed to a nurse or the on-call line, never answered by the agent
- After hours calls handled by your protocol: emergencies to 911 and the on-call, everything else booked for morning
Tuesday
Dr. Patel · real capacity
Day12:41
Tuesday
Call answered
nowChris P. · New patient
Patient booked
nowToday 4:30 · Dr. Patel
Confirmation sent
nowCustomer texted the window
Call summary
nowTranscript and three lines attached
After the phone
The call is where it starts. The rest of the system, for medical offices.
Answering the phone is one of five parts. Most medical offices start there and add the rest once the calls are landing.
Workflow
Visit complete → recall reminderVisit complete
Visit complete
Copay text
Copay text
Follow-up scheduled
Follow-up scheduled
Recall reminder
Recall reminder
Common questions
We build to your compliance requirements: which fields are captured, where they are stored, who can hear recordings, and whether recording happens at all. We sign the agreements your compliance officer requires before any patient data flows. If your practice management system has no compliant integration path, we do not force one.
Never. Clinical questions, symptoms and results requests are routed to a nurse or the on-call line according to your protocol. The agent books, confirms, reschedules and captures requests. The clinical judgement stays with clinicians.
For systems with an open scheduling API, yes, directly. For the rest, it books into a synced calendar your desk already checks, or hands the desk a structured request. We confirm which applies to your system before quoting.
Callers care that the phone was answered quickly and that they got a real appointment time. The agent speaks slowly when asked, repeats details, and hands off to a person the moment someone asks for one.
Book a call. We will tell you what the missed calls are costing.
Fifteen minutes. We walk your call flow and tell you where it leaks, whether or not you hire us.