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.
Primary care and outpatient front desks are busy by definition: checking someone in, working a portal, on hold with a payer. Meanwhile the phone rings, and the new patient or the appointment request rolls to voicemail. We put an AI front desk on your line that answers every call, handles scheduling and routine requests from a script you approve, and hands anything clinical to your staff. Built HIPAA-aware on BAA-backed vendors, with a minimal data footprint by default.
- Answers while your front desk is with a patient
- Books and routes appointment requests
- HIPAA-aware builds on BAA-backed vendors
- No medical advice, clinical questions go to staff
Where it leaks
The gaps that quietly cost you bookings.
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.
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.
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.
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.
What we build
Your growth system, built to fit.
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 books or routes the request. Clinical questions go to your team.
- missed calls
- front desk
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.
- missed-call text-back
- follow-up
Appointment scheduling & request routing
Books appointments into your system or routes the request to the right desk, whether that is scheduling, refills, or billing, so nothing sits in a shared voicemail.
- scheduling
- routing
Patient reminders & reschedules
Confirms upcoming visits to cut no-shows and makes rescheduling a text away instead of a callback chain.
- reminders
- no-shows
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.
- forms
- referrals
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.
- handoff
- visibility
How it runs
One automation, wired into your tools.
We build the automation flow and connect it to the phone, CRM, calendar, and email you already use. Every message it sends is yours to approve, and the whole system lives in your accounts. If we part ways, you keep it.
The diagram is a schematic of the workflow we build for you. It is drawn for your business, not a stock template or a screenshot of someone else’s system.
Inbound call rings out, or hits after-hours / lunch
Trigger
Answer & greet
Picks up in your clinic's voice, no voicemail
Qualify the caller
New or existing patient, and what they need
Answer approved questions only
Hours, insurance, scheduling; no medical advice, no diagnosis, no triage beyond your routing rules
Book or route
Schedules the appointment or sends the request to the right desk
Hand off clinical items
Anything clinical or out of scope is flagged to your staff
Appointment booked or request routed, logged with a minimal data footprint for your team
Run your own numbers
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
These are illustrative placeholders to show the framing, not results we're claiming. Your real miss rate and patient value are yours to plug in. That's the number worth running before you decide.
What it costs
Priced against what you’re losing, scoped by your audit.
Recovery
$499/mo
after-hours missed-call coverage
Growth
$899/mo
24/7 answering + booking workflow
Pro
$1,499+/mo
multi-location & advanced follow-up
one-time setup from $3,000 · test agent in ~3 business days
- Built in accounts you own — no lock-in
- A human approves before anything goes live
- Monthly care, monitoring, and a real-numbers report
- No-PHI by default; BAA-backed when needed
FAQ
Fair questions.
Does it give medical advice or do triage?
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.
How do you handle patient privacy?
These are HIPAA-aware builds on BAA-backed vendors, and we work with a minimal data footprint by default, collecting only what the system needs to book or route. We'll walk your office through exactly what data is touched and where it lives before you commit. HIPAA-aware means built on BAA-backed vendors; it does not replace your own compliance review.
Do we have to replace our scheduler or EHR?
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.
What does it cost, and how fast can we test it?
No commitment up front. You start with a free Growth Leak Audit on your own numbers, then hear a test agent on a forwarded number within about three business days. Setup starts around $3,000 and scales with your call volume and integrations. ClinicFront care plans run $499/mo for after-hours recovery, $899/mo for full answering and booking, and $1,499+/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 trades.
Free · no commitment · audit in ~2 days
See where your clinic is leaking booked revenue.
See exactly which patient calls your clinic is missing, and what they're worth, before you spend a dollar.