Every patient call answered by a trained, HIPAA-compliant receptionist who already knows medical front-desk workflows and EHR systems. English and Spanish. AI + human coverage. Live in as little as 12 hours.
A virtual medical receptionist answers and places patient calls, books and confirms appointments, takes messages and routes urgent requests to your staff, all from a remote location.
Calls follow scripts and escalation rules that your practice approves. The receptionist does not give medical advice.
Related reading: is a virtual medical receptionist HIPAA compliant, appointment scheduling and patient calling.
When a new patient calls and reaches voicemail, most do not leave a message. They call the next practice on the list. Existing patients who cannot get through for a refill, a test result or a reschedule get frustrated, and frustrated patients leave reviews and switch providers.
A virtual medical receptionist fixes the problem at its source: a trained person answers with your practice's name and greeting, handles the request inside your systems, and sends your team a clean, complete message when a staff member or provider needs to act. Your in-office staff stop juggling the phone and the patient standing at the desk.
Count the calls your office misses in a normal week (your phone system's call log shows this). Multiply the missed new-patient calls by how many would normally book, then by what an average new patient is worth to your practice over a year. For most practices, even a handful of lost calls a week costs more than a receptionist. Use our ROI breakdown to run the numbers.
Your receptionist follows your scripts, your rules and your protocols. You decide what they handle and what comes to your team.
Answers questions about services, providers, hours and accepted insurance, then collects the details needed to book, following your patient intake steps.
Books, reschedules and cancels directly in your EHR or scheduling system when you allow it, using your visit types and provider rules. See appointment scheduling.
Captures plan and member details on the call and passes them for insurance verification before the visit, so check-in is faster.
Takes refill requests and results questions and routes them to the right clinical staff member with every detail they need. Clinical answers stay with your team.
Picks up when your front desk is busy, at lunch, before opening, after closing or on weekends, depending on the coverage you choose.
Follows your written escalation protocol immediately, for example a warm transfer to the on-call provider, or directing the caller to 911 in an emergency.
We run both, so you get the speed of AI and the judgment of a trained person:
You can start with human coverage only, AI after-hours only, or both together.
"HIPAA compliant" should mean specific safeguards you can check. Here is what we put in place for every practice:
Read more about our security and privacy practices and what makes a virtual receptionist HIPAA compliant.
For standard front-desk coverage. Multi-location or highly customized setups may take a little longer, and we tell you upfront.
We map your call types, greeting, scripts, escalation rules and coverage hours with you.
BAA signed, EHR and phone access set up under your permissions, scripts written for your approval.
Your receptionist practices live scenarios in your system and you sign off.
Calls start flowing. You get a direct contact for any change you want.
We review the first week's call report with you and fine-tune scripts and coverage.
We back our service with commitments you can check every week, not vague promises.
Every call during coverage hours is answered live or captured by our AI receptionist and returned within your agreed callback window.
Calls answered, missed or abandoned, new-patient enquiries, bookings and escalations, sent to you every week.
Any patient concern is logged and reported to your office the same business day, so you can act fast.
Scripts, greetings and escalation rules are yours. Change them any time and we update the same day.
A patient who gets a friendly, fast answer is more likely to book, show up, come back and recommend you. That is where a receptionist pays for itself:
Need more than phones? A virtual medical assistant can add insurance verification, referrals, recall and inbox work, and patient calling covers outbound reminder and recall calls.
One receptionist can't answer every call and check in every patient. We cover the phone so they can focus on the desk.
Consistent call handling across providers and locations, with your rules applied every time.
Bilingual English and Spanish receptionists, so patients can book and ask questions in the language they prefer.
Call patterns differ by specialty, so receptionist scripts and routing are built around yours. Practices that rely on us most for front-desk phones include family medicine and internal medicine offices with a steady stream of new-patient and refill calls, cardiology and dermatology practices that book by referral, chiropractic clinics managing care-plan visit schedules, and behavioral health practices that need calm, consistent intake calls.
Looking for coverage details for your state? We have dedicated pages for medical practices in Florida, Texas, California, New York and Illinois. Support is delivered remotely and works with your existing phone system and EHR.
For standard front-desk coverage, you can be live in as little as 12 hours: kickoff call, BAA and access setup, scripts, test calls, then go-live. Multi-location or highly customized setups may take a little longer, and we tell you upfront.
Yes. We sign a Business Associate Agreement before any access, limit access to the systems and roles you approve, train receptionists on HIPAA privacy rules and follow your identity-verification and voicemail rules on every call.
Yes. Bilingual English and Spanish receptionists are available for scheduling, new-patient calls, reminders and general questions.
Both, and you choose the mix. The AI receptionist answers instantly during peaks and after hours and handles routine questions. Trained human receptionists handle scheduling, insurance, bilingual calls and anything that needs judgment. Every AI-handled call is followed up by a person.
Yes, when you allow it. Receptionists book, reschedule and cancel in your EHR or scheduling system using your visit types and provider rules.
Our receptionists have hands-on experience with widely used EHR and practice-management systems. During onboarding they are trained on your specific setup and workflows.
Receptionists never give medical advice. They follow your written escalation protocol right away, for example a warm transfer to the on-call provider, or directing the caller to 911 in an emergency.
Staffing plans start from $9.99 per hour. Your price depends on coverage hours, call volume and scope. Book a free assessment and we will send a clear quote.
Yes. Many practices start with overflow, lunch-hour or after-hours coverage and expand later. Coverage is set to your call volume and instructions.
Free 30-minute front-desk assessment. No PHI needed. Live in as little as 12 hours.
Tell us about your front-desk and admin workload - we reply within one business hour.
