Answer & greet
Picks up in your practice’s voice, no voicemail
For OB-GYN & women’s health practices
The new patient scheduling her first visit, or calling with a concern, books the practice that answers.
An OB-GYN front desk is busy by definition, and new-patient calls roll to voicemail. We answer every call and book the visit from a script you approve, while anything clinical goes straight to your staff.
Where a practice leaks revenue
Cover every call, book the visit 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)
New-patient calls roll to voicemail
A first-time caller, establishing care or scheduling an annual, is a patient and often years of care. When the desk is rooming a patient or on the portal, the call rings out, and she books the practice that answered.
(02)
After-hours and lunch go dark
Patients call when they 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 practice picks up.
(03)
‘Do you take my insurance, and are you accepting new patients?’ stalls the booking
Before she commits, a caller wants to know you take her plan and have openings. When that answer waits on a callback that never comes, the booking drifts to a practice that answered on the spot.
(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 her back or return the call, that visit quietly goes somewhere else.
Every call ends with a note to you.
What that looks like on a normal day — five frames from the practice front desk, before and after the phone gets help.
Every call ends with a note to you.
Who called. What they wanted. What got booked.
Answering well isn't enough.
If you don't know what happened on the phone, you can't run the place. Guesswork isn't management.
The after-call text.
Two lines in your pocket the moment the call ends: who it was, what they needed, what happened next.
The week on one page.
Calls answered. Bookings made. The questions asked most. Monday morning, you read the front desk's diary.
You stay the boss.
It answers; you supervise. Notes on every call, logs you can read, and a stop that's always yours.
What we build
Done-for-you automation tuned to how your practice actually runs. It lives on tools you own, so you always have the keys.
HIPAA-aware AI front-desk line
Answers every call in your practice’s voice during the day, at lunch, and after hours. It qualifies the caller, answers approved questions like insurance and new-patient availability, and books or routes the request. Clinical and urgent 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, records, or billing, so nothing sits in a shared voicemail.
Reminders & reschedules
Confirms upcoming visits to cut no-shows and makes rescheduling a text away instead of a round of phone tag.
Annual & well-visit recall
Pulls the patients due for an annual or well-woman visit and sends the reminder by text and email on a cadence you set, then books the ones who reply.
What you get
If your practice misses __ patient calls a week, and a new patient is worth $__ across her care, here’s what voicemail is costing you. Run it with 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 booked 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
These figures aren’t outcomes we’re promising; they’re only here to show how the framing works. Swap in the patient calls your practice actually misses and what a new patient is worth across her care. That’s the number worth running before you decide.
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 she needs
02/05
Answer approved questions only
Insurance, new-patient availability, hours; no medical advice, no triage beyond your rules
03/05
Book or route
Schedules the visit or sends the request to the right desk
04/05
Hand off clinical & urgent items
A symptom, a pregnancy concern, a result question, anything clinical is flagged to your staff
05/05
The outcome
Visit booked or request routed, logged with a minimal data footprint for your team
The stack
The build, tuned to
OB-GYN & Women’s Health
Most practices 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 practice 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, like a symptom, a pregnancy concern, or a result question, to your staff. It does not diagnose, advise, or triage beyond the routing rules you set.
We build HIPAA-aware on BAA-backed vendors and keep a minimal data footprint by default, collecting only what the system needs to book or route a caller. We’ll walk your office through exactly what data is touched 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.
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 near $3,500 and grows with your call volume and the integrations you need. 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, recall, 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 practice
is leaking booked revenue
Learn which patient calls your practice is missing, and what they’re worth, before you commit a dollar.