Question 1

Will this replace my front desk staff?

Accepted Answer

Absolutely not. Our AI is designed to support your front desk, not replace them. It handles routine intake calls and after-hours inquiries so your team can focus on in-person patient care, complex questions, and the human touch that makes your clinic special. Think of it as giving your front desk a tireless assistant that handles the repetitive stuff.

Question 2

Does it integrate with my current scheduling system?

Accepted Answer

Yes! We integrate with most popular scheduling tools including Calendly, Acuity, and many EMR scheduling systems. During setup, we'll map your provider availability, appointment types, and any scheduling rules you have. If you use a less common system, we can often build a custom integration using Zapier or direct API connections.

Question 3

How do you handle HIPAA compliance?

Accepted Answer

We take a HIPAA-aware approach by minimizing Protected Health Information (PHI) collection. Our AI only gathers what's necessary for scheduling—name, contact info, general reason for visit (like 'knee pain'), and insurance preference. We never collect detailed medical histories, diagnoses, or treatment information. All data is encrypted, access-controlled, and stored on compliant infrastructure. We're happy to discuss our security practices in detail on a call.

Question 4

What if we already use online booking?

Accepted Answer

We take a HIPAA-aware approach by minimizing Protected Health Information (PHI) collection. Our AI only gathers what's necessary for scheduling—name, contact info, general reason for visit (like 'knee pain'), and insurance preference. We never collect detailed medical histories, diagnoses, or treatment information. All data is encrypted, access-controlled, and stored on compliant infrastructure. We're happy to discuss our security practices in detail on a call.

Question 5

What results should I expect?

Accepted Answer

Results vary based on your current setup, call volume, and market. That said, typical outcomes include: 30-50% increase in booked appointments from better lead capture, 40-50% reduction in no-shows with automated reminders, and 10-15 hours per week saved in front desk time. We'll give you a realistic projection based on your specific situation during the discovery call.

Question 6

How fast can we launch?

Accepted Answer

Most implementations take 7-14 days from kickoff to go-live. This includes: discovery and requirements gathering (Day 1-2), AI assistant build and configuration (Day 3-8), integration setup and testing (Day 9-12), and staff training and soft launch (Day 13-14). Complex multi-location setups may take slightly longer. We'll give you a specific timeline during the discovery call.

Question 7

Can the automations handle complex scheduling scenarios?

Accepted Answer

Yes! We configure the automations to understand your specific scheduling rules—provider specializations, appointment types, insurance requirements, location differences, and availability blocks. It knows to route a post-surgical patient to your orthopedic specialist's calendar, for example, not just any available slot.

Question 8

What happens if a patient asks something the automation can't answer?

Accepted Answer

The automation is trained to recognize when a question is outside its scope and gracefully hands off to your team. It can take a message, offer to have someone call back, or connect the patient directly to your front desk during business hours. No patient gets stuck in an endless loop or receives incorrect information.

Question 9

Do patients know they're talking to an automation?

Accepted Answer

We recommend transparency—patients appreciate honesty, and most actually prefer the instant response. The automation introduces itself as your clinic's virtual assistant. In our experience, patients care more about getting quick, helpful service than whether it's human or automation. Those who prefer human contact can always be transferred or called back

Question 10

What's the difference between the Build & Install and Managed?

Accepted Answer

Build & Install is a one-time setup where we build your custom automation system, train your team, and hand it over for you to operate. It's ideal if you have technical staff or want full control. Managed includes the same setup plus ongoing optimization—we monitor conversations, improve the autmation monthly, handle updates, and provide unlimited support. Most clinics choose Managed because they want hands-off automation that continuously improves.

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