Answer & greet
Picks up in your clinic’s voice, no voicemail
For physical therapy & rehab clinics
The patient with a new referral in hand books the clinic that calls back first.
A patient with a fresh referral is ready to start. If your front desk is out on the floor, that referral sits in voicemail. We answer, capture it, and book the evaluation.
Where a clinic leaks revenue
Capture the referral, book the eval, and keep plans of care on track, with every call answered 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)
Referrals die in voicemail
A patient with a referral is ready to start a full plan of care, your highest-value new patient. When the desk is on the treatment floor and the call rings out, that referral books the clinic that called back first.
(02)
Plans of care fall apart mid-course
PT only works if the patient finishes the plan. Miss a couple of visits with no reminder and they drift, the recovery stalls, and a dozen booked visits quietly disappear from your schedule.
(03)
‘Do you take my insurance, and do I need authorization?’ stalls the start
Patients want to know their plan is covered before they commit. When that answer waits on a callback that never comes, the referral goes to a clinic that answered on the spot.
(04)
No-shows leave gaps you cannot backfill by hand
A missed PT slot is treatment time that is hard to refill in time. Reminders depend on a busy team sending them, and the waitlist patients who would take the slot never hear that it opened.
It's 12:15. Your phone won't stop and neither will the line.
What that looks like on a normal day — five frames from the clinic front desk, before and after the phone gets help.
It's 12:15. Your phone won't stop and neither will the line.
A field guide to the noon juggle.
Three things happening at once.
The phone is ringing. Someone's waiting at the counter. Lunch is sitting untouched, again.
The phone always loses.
Whoever's standing in front of you wins, every time, which means the call goes to voicemail or gets put on hold and forgotten.
Cart Gaze takes the phone side of the rush.
During the noon crush, it just answers. No juggling, no hold music, no forgotten caller.
The line gets your full attention.
The walk-in gets undivided focus. The caller still gets answered. Nobody's splitting themselves in three directions.
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 while your team is treating. It captures the referral, answers insurance from a script you approve, and books the evaluation. Clinical questions go to your team.
Plan-of-care reminders & rebooking
Confirms upcoming visits to cut no-shows and nudges the next appointment so the plan of care stays on track to completion.
Missed-call text-back
When a call still rings out, it fires an instant text with your booking link, so the referral lands a way to book itself instead of bouncing to a competitor.
Waitlist backfill
When a slot opens from a cancellation, it offers the time to your waitlist so treatment hours do not sit empty for the afternoon.
What you get
If your clinic misses __ referral calls a week, and a new PT patient is worth $__ across a plan of care, here’s what’s slipping away. Run it with your own numbers.
- Referral calls missed per week — example: 7
- Value of a new patient (full plan of care) — example: $1,800
- 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
Nothing here is a result we’re claiming; the inputs only frame the math. Put in the referral calls you actually miss and what a PT patient is worth across a full plan of care. That’s the number worth running before you decide.
How it runs
Referral call to booked evaluation
Starts when inbound call rings out, or a referral lands after hours
01/05
Capture the referral
Referring provider, reason, and insurance plan
02/05
Answer approved questions only
Insurance and authorization basics; no clinical advice
03/05
Check availability
Reads open evaluation slots from your scheduler
04/05
Book the eval & confirm
Writes the evaluation and sends an SMS confirmation
05/05
The outcome
Evaluation booked and confirmed, referral captured for your team
The stack
The build, tuned to
Physical Therapy
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 $3,000
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, and referral intake from a script you approve, and routes anything clinical, like symptoms, exercises, or prognosis, to your staff. It does not diagnose or triage beyond the rules you set.
Yes. It takes the referring provider, the reason, and the insurance and authorization basics, then books the evaluation. Anything clinical goes to your team so a person handles the plan of care.
These builds are HIPAA-aware and run on BAA-backed vendors, and by default we keep a minimal data footprint, collecting only what’s needed to book or route. We’re glad to walk your office through exactly what data is touched before you commit. HIPAA-aware means built on BAA-backed vendors; it isn’t a substitute for your own compliance review.
No commitment up front. You begin with a free Growth Leak Audit on your own numbers, then hear a test agent on a forwarded number within about three business days, before it ever touches your main line. Setup starts around $3,000 and scales 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, waitlist backfill, 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
Free · no commitment · personal reply in ~2 days
See where your clinic
is leaking booked revenue
See which referral calls your clinic is missing, and what a full plan of care is worth, before you spend a dollar.