The phone rings while your front desk is checking someone in. Something gets dropped.
Independent practices run on a front desk doing five jobs at once: phones, intake, insurance details, reminders and a recall list nobody has touched in months. I manage AI agents that take the repetitive computer work off that desk, set up with patient privacy in mind from day one. Your staff keeps the patients.
Starting at $499 a month, flat. Your practice software subscriptions stay separate.
Where the hours go in a medical or dental practice
Chiropractors, physical therapists, dentists, med spas and counseling practices describe the same week:
- The same five phone questions all day: hours, parking, "do you take my insurance," "can I get in this week."
- New-patient intake packets sent, chased, then retyped into the practice management system.
- Recall and reactivation lists: six-month hygiene recalls, annual visits, and patients not seen since the last software switch.
- Reminder calls and the scramble after a no-show or same-day cancellation leaves a hole in the schedule.
- Insurance verification prep: collecting member IDs and card photos so someone can run eligibility before the visit.
- Review requests that go out when someone remembers.
- Training a new front desk hire on scheduling rules and the forms only one person can find.
What my AI agents take off your plate
Phone overflow and after-hours
An AI phone agent picks up when every line is busy or the office is closed, answers routine questions and emails a summary. Anything clinical goes to your staff.
AI phone agent →Intake and insurance prep
When a new patient books, the intake packet goes out with reminders until it's done. Insurance details and card images arrive organized so staff can verify before the visit.
Business process automation →Recall and reactivation
Patients who are due get a reminder with a way to request a time, and your desk gets a daily list of who answered.
AI lead follow-up →Fewer no-shows, faster fills
Confirmations go out at the intervals you choose. When someone cancels, patients who asked for an earlier slot hear about it first.
Business process automation →Review requests and replies
Patients get a thank-you and a review link after a visit. Replies to public reviews are drafted for approval and never confirm that anyone is a patient.
AI content production →Front desk training
Scheduling rules and check-in steps become short training modules with quizzes, so new hires don't learn over someone's shoulder.
SOPs and training →Who does what
Agents handle the repetition. Anything clinical, financial or sensitive stays with your people.
| Task | What the agent does | What stays with your team |
|---|---|---|
| Incoming calls | Answers routine questions, takes callback details, sends a summary | Anything about symptoms, urgency or an upset patient |
| Intake | Sends forms, reminds, flags what's missing | Reviewing health history |
| Insurance details | Collects member info and card images ahead of time | Running eligibility and every conversation about balances |
| Recall lists | Sends reminders on your schedule, tracks replies | Deciding who should be contacted, and when |
| Cancellations | Confirms, reschedules, offers open slots to the waitlist | Double-booking rules and missed-appointment policy |
| Reviews | Sends requests, drafts replies | Approving every public reply |
Fix the software you're already paying for
Most practices pay for practice management software plus a ring of add-ons: texting, reminders, online forms, reviews. Some earn their keep. Others duplicate a feature the main system already has that nobody turned on.
Sometimes the fix is cleaning up the patient lists and reminder rules you already have (CRM cleanup and automation). Sometimes it's a small tool you own, like a training hub or referral tracker, in place of another per-seat subscription (custom tools and SaaS replacement). Anything that would touch patient information gets the same privacy review. The SaaS cut sheet helps you sort keepers from cancels.
A two-dentist office with a lunch-hour problem
Example (sample business, invented scenario): Picture a two-dentist practice in St. Louis County. Around lunch, one front desk person is checking patients out, the other is on the phone, and the third line rolls to voicemail. The hygiene recall list hasn't been worked since its owner left.
First on the list: an overflow phone agent for lunch and after close. It answers hours, location and accepted-insurance questions and takes new-patient requests for a callback. It has no access to charts. A caller who mentions pain or swelling gets routed by the dentists' own rules, and anyone describing an emergency is told to call 911.
Second, the recall list. Reminders go out in batches, and the desk gets a daily list of replies to book. Third, a recorded walkthrough of the scheduling rules becomes a training module.
Before any of it touches patient information, the office manager and I confirm which vendors have signed business associate agreements and exactly what each agent can see. That's the order of work, not a promised result.
Health data has rules, and agents don't practice medicine
- This isn't legal advice, and I don't claim any setup is HIPAA compliant. Patient information is regulated health data. Any setup that touches it needs a HIPAA review, including a business associate agreement with every vendor that handles it: the AI platform, the phone service, the forms tool. No signed agreement, no patient data.
- Agents get only the access a task needs. A review-request agent doesn't need charts.
- Plenty of useful work never touches patient data. Training, SOPs and marketing are often the right place to start.
- No clinical judgment, ever. An agent never assesses symptoms or tells someone whether to come in. It routes to a person.
- Licensed decisions stay licensed. Treatment plans and billing disputes belong to your team.
Questions from practice owners and office managers
Can an AI agent answer calls for my practice?
Yes, the routine ones: hours, directions, insurance you accept and new-patient requests. It says it's an AI if asked, never gives medical advice, and routes anything clinical or urgent to your staff. Call (314) 970-4001 to hear mine.
Will it work with my practice management or EHR software?
Sometimes directly, sometimes not. When a connection isn't available or approved, requests land in a queue your staff enters, rather than an agent writing into charts.
Is patient data safe?
That depends on the setup, so we review it first. Patient data only goes to vendors that sign a business associate agreement, each agent gets minimum access, and the accounts stay yours. See how I handle access and data.
What does it cost?
Starting at $499 a month, flat, month to month, with no task cap. Everything on this page is included. Your software subscriptions are separate, HIPAA-eligible plans of some tools cost more, and the phone agent's call minutes are a usage cost we'll go over on our first call.
Keep exploring
Give your front desk its lunch hour back.
Bring the list of what eats your front desk's day. We'll sort what an agent can take now, what needs a privacy review first, and what should stay exactly where it is.