Answer & greet
Picks up in your clinic’s voice, no voicemail
For primary care, wellness & outpatient clinics
When your front desk is helping the patient in front of them, the next patient should still get answered.
A front desk can only do one thing at a time, and the patient at the window comes first. We answer every call, handle scheduling from a script you approve, and hand anything clinical to your staff.
Where a clinic leaks revenue
Pick up every call, send your booking link or route the request, and keep clinical questions with your staff, through lunch and after hours.
Every practice in this specialty loses the same four ways. None of them is a staffing problem you can hire your way out of, which is why they persist.
(01)
Calls roll to voicemail while the desk is with a patient
Your front desk can only do one thing at a time, and the patient at the window comes first. So the call rings out, and a new patient or a same-day request hits voicemail. Some leave a message; many just call the next clinic.
(02)
Lunch and after-hours go dark
A lot of patients call when they finally get a break: lunch, after work, the weekend. A closed office or an empty desk sends them to voicemail, and the motivated ones keep dialing until a clinic picks up.
(03)
Routine requests pile onto a slammed front desk
Refill routing, ‘do you take my insurance,’ appointment changes, forms: the same questions all day, every day. Each one ties up a staffer who is also trying to room patients and work the portal.
(04)
Missed-call follow-up never happens
A missed call with no callback is a patient who tried to reach you and could not. Without a system to text them back or return the call, that visit quietly goes somewhere else.
The mental math your front desk does is impossible.
What that looks like on a normal day — five frames from the clinic front desk, before and after the phone gets help.
The mental math your front desk does is impossible.
Nobody signed up to be a human calendar.
Try solving these in your head, mid-call.
Can this walk-in fit before the next appointment? Did I already give this slot away? Is this the caller who never confirmed?
Math under pressure makes mistakes.
A double-booked slot. A follow-up that quietly falls through. Nobody's fault, just too much to hold in one head at once.
Cart Gaze checks the real calendar. Every time.
No guessing, no mental math, no holding a dozen open slots in your head at once.
The receipt comes out clean.
One slot, one caller, no overlaps. Booked correctly the first time.
What we build
Done-for-you automation tuned to how your clinic actually runs. It lives on tools you own, so you always have the keys.
AI front-desk line
Answers every call in your clinic’s voice during the day, at lunch, and after hours. It qualifies the caller, answers approved questions like insurance and hours, and sends your booking link or routes the request. Clinical questions go to your team.
Missed-call text-back
When a call still rings out, it fires an instant text so the patient has a way to book or ask without redialing, and you have a record instead of a lost voicemail.
Appointment scheduling & request routing
Sends your booking link or routes the request to the right desk, whether that is scheduling, refills, or billing, so nothing sits in a shared voicemail.
Patient reminders & reschedules
Confirms upcoming visits to cut no-shows and makes rescheduling a text away instead of a callback chain.
Referral & form follow-up
Nudges the outstanding intake forms, referrals, and paperwork that stall a visit, so patients arrive ready and your staff is not chasing by hand.
Staff handoff dashboard
Every call, request, and booking lands in one view your team can act on, with clinical and out-of-scope items flagged for a human.
What you get
If your clinic misses __ patient calls a week, and a new patient visit is worth $__ to the practice, here’s what voicemail is costing you. Use your own numbers.
- Patient calls missed per week — example: 12
- Value of a new patient (first visit + ongoing care) — example: $1,200
- Share of those calls a 24/7 line could have caught — example: half
- Built in accounts you own — no lock-in
- A human approves before anything goes live
What’s included in the build?
- + Velaire Health AI Receptionist
- + AI Booking & Reminders
- + Automated Reactivation & Recall
- + Reviews & Reputation Autopilot
None of this is a promised result; the inputs only show how the math works. Swap in the calls your clinic actually misses and what a new patient visit is genuinely worth.
How it runs
Inbound call to booked or routed request
Starts when inbound call rings out, or hits after-hours / lunch
01/05
Qualify the caller
New or existing patient, and what they need
02/05
Answer approved questions only
Hours, insurance, scheduling; no medical advice, no diagnosis, no triage beyond your routing rules
03/05
Book or route
Sends your booking link or routes the request to the right desk
04/05
Hand off clinical items
Anything clinical or out of scope is flagged to your staff
05/05
The outcome
Booking link sent or request routed, logged with a minimal data footprint for your team
The stack
The build, tuned to
Medical Clinics
Most clinics start with the receptionist. The rest are separate builds, quoted on their own.
The receptionist · priced below
Velaire Health AI Receptionist
An AI receptionist on your number that answers after-hours and overflow calls, handles the routine questions from a script you approve, and sends the patient your booking link or hands the call to your team.
Separate builds · quoted on their own
AI Booking & Reminders
Two-way text and voice scheduling that books from your live calendar, then sends the reminders that keep patients from forgetting the visit.
Automated Reactivation & Recall
Brings back patients who are overdue for cleanings, annual exams, and follow-ups with recall campaigns that run on their own.
Reviews & Reputation Autopilot
Asks happy patients for a Google review at the right moment, watches for new ones, and drafts the replies, so your local ranking keeps climbing.
Pricing
Setup from $3,500
Most clinic builds land in the $3K–$5K range. Your exact quote comes out of the free audit, after we scope the calls, tools and follow-up you actually need — no commitment before that.
Growth Leak Audit
See what missed calls and slow follow-up are costing this practice, built from your own numbers.
$0
always freeWhat’s included
- Missed-call leak estimate
- Follow-up gap review
- Personalized report
- No pitch unless the numbers justify it
Velaire Health Plans
The AI receptionist on your line. You hear a test agent on a forwarded number first; it goes live only after QA and your sign-off.
from $599
/mo + one-time setupCare plans
- Recovery $599/mo — after-hours missed-call coverage
- Growth $1,199/mo — 24/7 answering + booking workflow
- Pro $1,999+/mo — multi-location & advanced follow-up
Custom automation
Everything beyond the phones: the website patients book from, the automations between your tools, the marketing OS, and one view of what happened.
Quoted
per buildTypically includes
- Conversion website with AI built in
- Workflow automation between your tools
- Marketing OS & digital marketing
- Ops dashboard & reporting
FAQs
Fair questions
No. It handles scheduling, insurance, hours, and routine requests from a script you approve, and routes anything clinical to your staff. It does not diagnose, advise, or triage beyond the routing rules you set, so symptoms and clinical questions always reach a person.
We build HIPAA-aware on BAA-backed vendors and keep the data footprint minimal by default, pulling only what the system needs to book or route a caller. We’ll walk your office through precisely what data is touched and where it lives before you commit. HIPAA-aware means built on BAA-backed vendors; it doesn’t replace your own compliance review.
No. We build on top of what you already run: your phone number, your scheduler, your CRM. The system connects to your tools, and you approve every message it sends before it goes live.
Nothing is committed up front. It starts with a free Growth Leak Audit on your own numbers, and within about three business days you’ll hear a test agent on a forwarded number. Setup begins around $3,500 and moves with your call volume and integrations. Velaire Health care plans run $599/mo for after-hours recovery, $1,199/mo for full answering and booking, and $1,999+/mo once reminders, follow-up, and reporting are included. It goes live only after QA passes and you approve it.
More verticals
We build the same engine
for other practices
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See where your clinic
is leaking booked revenue
Your clinic is missing patient calls; see which ones, and what they’re worth, at no cost to you.