Faster replies to new patient inquiries, help with booking and rescheduling, and review requests after every visit, all designed around patient privacy.
Fill your schedule without adding to the front desk’s load
Your front desk is doing three jobs at once
The same people who check patients in are answering the phone, confirming tomorrow’s appointments and returning yesterday’s web inquiries. When the waiting room is busy, the phone goes to voicemail and the new patient who called calls the next practice on the list. Cancellations leave gaps nobody has time to fill, and happy patients leave without being asked for a review.
What we build for practices
01
New patient response
Web forms and ad leads get a text or call within seconds, with after-hours handling, so new patients hear from you first.
02
Missed-call text-back
Every unanswered call gets a friendly text so the conversation continues instead of ending in voicemail.
03
Booking and rescheduling help
A website and text assistant that answers common questions (hours, insurance accepted, what to bring) from your approved information and helps patients book or move appointments.
04
Recall and reactivation
Reminders for patients who are due back, and campaigns for patients who haven’t been in for a while.
05
Review requests
A request after each visit, with drafted responses for a manager to approve.
06
Front-office admin
Inbox triage, intake form clean-up and reports that are built by hand today.
Designed around patient privacy
Patient health information only goes into tools whose vendor has signed a Business Associate Agreement (BAA) with your practice. Many of the most useful automations, such as missed-call texts, booking reminders and review requests, can be designed to carry no health details at all. Messages and ads make no medical claims.
Experience behind it
I helped grow VitaLounge, a multi-location IV therapy and wellness brand, from one location to six, and Hub Media has built AI-assisted member data matching for a multi-location spa and wellness membership business. We’ve run lead acquisition for The Dental Lounge and supported healthcare organizations’ websites for years.
How we start
01
AI Opportunity Audit: we look at what happens to calls, web inquiries and cancellations today.
02
We build the one or two systems with the biggest payoff first, usually new patient response or missed-call text-back.
03
We monitor, improve and add the next system once the first is proven.
FAQ
Will this work with our practice management software?
Many systems can connect, and some automations don’t need to connect at all. We confirm what yours supports during the audit.
Is this HIPAA-friendly?
It can be, when it’s set up correctly. Patient health information only goes into tools covered by a signed BAA, and we design automations to avoid health details wherever possible.
Will patients know they’re texting an assistant?
Yes. We recommend being upfront, and any conversation can be handed to a team member.
How many new patients reach your voicemail each week?
Request an AI Opportunity Audit and see where calls, inquiries and open appointments are slipping today.