Cart Gaze
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For physical therapy & rehab clinics

The patient with a new referral in hand books the clinic that calls back first.

Capture the referral, send your booking link, and keep plans of care on track, with every call answered after hours.

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The front of house in a clinic
What it is

An answered line, in your clinic’s voice

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 send your booking link.

Where it leaks

Every clinic 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.

Referrals die in voicemailA patient with a referral is ready to start a full plan of care. The desk is on the treatment floor, and the call rings out.
Plans of care fall apart mid-coursePT only works if the patient finishes the plan. Miss a couple of visits with no reminder and a dozen booked slots disappear.
‘Do you take my insurance, and do I need authorization?’ stalls the startPatients want to know their plan is covered before they commit. That answer waits on a callback that never comes.
No-shows leave gaps you cannot backfill by handA missed PT slot is treatment time that is hard to refill. The waitlist never hears that it opened.
See what yours is costingFree, on your own numbers, in about two minutes.
A normal day

It's 12:15. Your phone won't stop and neither will the line.

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

Tuned to how your clinic actually runs

It lives on tools you own, so you always have the keys. The receptionist is priced below; the rest are separate builds, quoted on their own.

01

AI front-desk line

Answers every call in your clinic’s voice while your team is treating.

  • Captures the referral on the call
  • Answers insurance from a script you approve
  • Clinical questions go to your team
missed callsreferrals
02

Plan-of-care reminders & rebooking

Confirms upcoming visits and nudges the next appointment.

  • Confirms visits to cut no-shows
  • Keeps the plan of care on track to completion
remindersretention
03

Missed-call text-back

When a call still rings out, an instant text goes back with your booking link.

  • Fires the moment the call rings out
  • The referral books from the link
  • It stops bouncing to a competitor
follow-up
04

Waitlist backfill

When a cancellation opens a slot, it offers the time to your waitlist.

  • Offers freed slots to your waitlist
  • Treatment hours do not sit empty
waitlistgap-fill
The front desk mid-morning in a clinic
How it runs

Referral call to booked evaluation

Starts when inbound call rings out, or a referral lands after hours.

Booking link sent and confirmed, referral captured for your team.

Book a call
01
Answer & greetPicks up in your clinic’s voice, no voicemail
02
Capture the referralReferring provider, reason, and insurance plan
03
Answer approved questions onlyInsurance and authorization basics; no clinical advice
04
Take the booking requestReads open evaluation slots from your scheduler
05
Send the link & confirmTexts your booking link for the evaluation and confirms by SMS
What it costs

Care plans, and a setup quoted once

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.

Recovery
$599/mo
after-hours missed-call coverage
  • After-hours AI receptionist
  • Booking-link routing on the call
  • Monthly recovered-call report
Where most practices start
Growth
$1,199/mo
24/7 answering + booking workflow
  • Everything in Recovery
  • Daytime overflow, not just after hours
  • Priority QA on the call script
Pro
$1,999+/mo
multi-location & advanced follow-up
  • Everything in Growth
  • Full inbound coverage
  • Custom integrations
  • White-glove onboarding
Setup from $3,000, one time, scoped after the audit. Everything beyond the phones is a separate build, quoted on its own.
Get your free audit
FAQs

Fair questions

A consultation in a clinic
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 sends your booking link. 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
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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.

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