Appointment booking
Real-time scheduling rules, provider preferences, visit-type durations and new-versus-established patient logic — written back to your EMR.
01 · Communication
AI Phone Agent
Every missed call is a patient who calls the practice down the street. The Phone Agent answers all of them, books the appointment, and hands your staff the exceptions with everything they need to close them.
Agent at a glance
- StatusIn development
- CategoryCommunication
- Deployment2–4 weeks, shadow mode first
- Review modelHuman approval per action, configurable
- Headline metric95%+ Booking accuracy
- EvidenceFull action log, exportable any time
100%
Calls answered
Including lunch, after hours, weekends and holidays.
< 20 sec
Time to answer
No phone tree, no hold music, no voicemail box.
30–50%
Calls closed end-to-end
Booked, rescheduled or answered without a human touching them.
What it does
Everything in this agent, in writing.
Reschedules & cancellations
Patients move their own appointments by phone; the slot frees up and the recall list is offered the opening.
Refill requests
Captured with the medication, pharmacy and last visit, then routed as a task to the medical assistant for approval.
Routine questions
Hours, location, parking, prep instructions, insurance accepted, referral requirements — answered from your practice's own knowledge base, not the open internet.
Live transfer & escalation
Red-flag symptoms, distressed callers and anything clinical go to a human immediately, warm-transferred with the transcript.
After-hours coverage
Nights, weekends, holidays and closure days covered without an answering service or an on-call staff rotation.
Deployment
Live in weeks, not quarters.
01
Knowledge capture
We interview your front desk and providers, then build your scheduling rules, visit types, payer list and question library.
02
Shadow mode
The agent listens to real calls and proposes answers without speaking, so you can score it against your own team before it goes live.
03
Live with guardrails
The agent answers, with every booking queued for staff confirmation for the first two weeks.
04
Autonomy by workflow
Scheduling goes live first, then refills, then questions — each widened once the accuracy numbers hold.
Guardrails
What it will never do.
These limits hold regardless of configuration. They exist so that you can put an agent in front of patients without putting your licence next to it.
- No clinical advice, triage or diagnosis — red-flag language triggers immediate human handoff
- Two-party consent states detected by area code: recording notice played and consent logged before capture
- Caller identity verified against date of birth and last visit before any account detail is shared
- Never states a result, a diagnosis or a medication change — those route to clinical staff as tasks
- Full transcript stored with the call, retention rules set by you and enforced automatically
Human in the loop, by your choice
Every action can require approval before it commits. Start with all of phone agent queued to your staff or to ours, watch the accuracy numbers, then widen autonomy workflow by workflow — or leave it queued forever. Both are supported.
Escalations land with certified people
Our review queue is staffed by the same certified coders, billers and credentialing specialists who run our managed services. Not a support desk, and not a chatbot watching a chatbot.
Full evidence trail
Input, decision, action, confidence, model version, reviewer and timestamp — retained and exportable as CSV or JSON, including after you leave us.
What we report against
Operational targets for this agent. They are internal commitments measured on your own data, reported monthly — including the misses.
95%+
Booking accuracy
< 3%
Transfer rate
< 20 sec
Answer time
24/7
Coverage
Works with your systems
Your EMR, your numbers, your data.
- Athena
- eClinicalWorks
- NextGen
- Epic
- Tebra
- ModMed
- AdvancedMD
- Elation
- DrChrono
- Plus 30 more
We integrate through FHIR and HL7 where the vendor supports it, and through secure automation or structured document intake where it does not. No API required, no vendor commission taken.
FAQ
Common questions.
Do we keep our phone number?
Yes. We route your existing number to the agent and keep your carrier. There is no new number for patients to learn and no change to your published listings.
Will patients know it is an AI?
We disclose it, because that is both honest and, in several states, required. Practices typically find that patients care about being answered quickly far more than about who answers — and any caller can say 'let me talk to a person' at any point.
What if the agent gets something wrong?
Every booking is written with a transcript and a confidence score. Below-threshold calls route to staff instead of being actioned. You can also keep bookings in a confirmation queue for as long as you like.
Does it work for a multi-location or multi-specialty practice?
Yes. Routing rules can be set per location, per provider, per visit type and per payer. The agent reads the caller's chart history before deciding where the appointment belongs.
Related agents
Usually deployed together.
02
In development
AI Web Chat Agent
Turns website visitors into booked appointments. Answers questions from your own practice information, checks provider availability, and hands the visitor a real appointment instead of a contact form.
- Books appointments from your website, 24/7
- Answers questions from your content, not the open web
- Escalates to staff with the full conversation attached
03
In development
AI SMS Agent
Two-way text that confirms, reminds and refills the schedule. Handles replies like 'can I move it to Thursday', keeps a TCPA-compliant opt-out record, and fills cancellations from your recall list.
- Confirms and reschedules by text, automatically
- Fills cancellations from your waitlist in minutes
- TCPA-compliant consent, opt-out and quiet hours
04
In development
AI Email Agent
Triages the practice inbox: sorts patient questions, payer notices, vendor noise and referrals, drafts replies for staff approval, and files what belongs in the chart.
- Inbox triaged by intent, not by sender
- Drafts replies for one-click staff approval
- Referrals and payer notices routed to the right queue
See it run on your own workflow.
A 30-minute demo using your scenarios, your payer mix and your systems. We will show you the guardrails and the audit log, not just the happy path.
A 30-minute call with an operations lead. No obligation, no sales sequence, and we will say so if you do not need us.