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Scheduling that respects your templates
AI patient scheduling that books, reschedules and cancels by visit type, provider and location, follows your new-patient and follow-up rules, and texts confirmations with pre-visit instructions.
Monday mornings in a busy clinic sound the same everywhere: a full queue, patients on hold, staff trying to triage calls while rooming patients. Our AI receptionist for medical practices picks up every call, schedules and reschedules visits against your real templates, takes refill and referral requests in a structured form, and routes lab-result and clinical calls to the right person on your team.
The agent handles access and administration only. It never gives medical advice or a diagnosis; when a caller describes urgent symptoms it gives 911 guidance or escalates to your on-call clinician exactly as your protocol specifies. We connect to athenahealth, eClinicalWorks, NextGen or Epic through approved APIs or your interface engine, and build to HIPAA safeguards throughout. Your team tests a free working mockup of the line first, and the build itself is fixed-price.
The problem
Long hold times and full voicemail boxes push patients to urgent care or another group, and every refill or referral call taken by hand pulls a medical assistant away from patient care. Hiring more phone staff is slow, and turnover means constant retraining.
Why it pays
An AI patient line for clinics: scheduling, refill and referral intake, lab-call routing and after-hours escalation. No medical advice.
AI patient scheduling that books, reschedules and cancels by visit type, provider and location, follows your new-patient and follow-up rules, and texts confirmations with pre-visit instructions.
Medication name, dose, pharmacy and date of birth for refills; referring provider, specialty and insurance for referrals. Each request lands as a task in the right queue, not as a voicemail to decode.
Questions about results, symptoms or medications go to nurses or the care team with a summary. The agent does not interpret results or offer clinical opinions.
Urgent symptoms trigger 911 guidance or a page to the on-call clinician using your exact wording; routine requests are queued for the morning with a callback.
The agent detects and responds in Spanish and other common patient languages, reducing reliance on interpreter lines for routine scheduling.
How we deliver
Every engagement starts with a free working mockup, then a fixed-price build — no hourly drift, no surprises.
The agent greets the caller, states that it is an AI assistant, and verifies identity with name and date of birth before discussing any appointment.
If the caller mentions red-flag symptoms from your protocol, it gives 911 guidance or transfers to the on-call clinician immediately.
Scheduling is completed live in the EHR; refills, referrals and records requests are captured field by field.
Results questions, clinical concerns and billing disputes create a task or warm transfer with a written summary.
The patient receives an SMS confirmation or reference, and the call is logged with transcript and outcome for audit.
Spec sheet
Fixed scope, agreed up front. You own everything we deliver — code, models, assets and documentation.
Use cases
Patterns we build again and again — adapted to your data, your tools and your customers.
Handles the morning call spike, same-day sick-visit booking and annual-physical scheduling, with refill requests routed to the right pod.
Captures referral details, checks required records and books new consults into specialty templates for cardiology, dermatology, orthopedics and more.
A single number that books across sites and providers, with call outcome reporting by location for operations leads.
Answers hours, location and accepted-insurance questions, offers online check-in links and sends anyone describing an emergency to 911.
Also built for
Same technology, tuned to each industry's software, call types and compliance rules.
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Models & tools
Model-agnostic by design: we pick per task and switch when something better ships.
Packages
Fixed price, quoted after a short scoping call — and only after you've seen the free mockup.
AI answers when the queue backs up and overnight, scheduling where it can and escalating by protocol.
Shorter queues, faster callbacks
Scheduling, refills, referrals and results routing across the whole practice, integrated with your EHR.
Staff freed for patient care
Site-aware routing, specialty templates and central reporting for groups with several locations.
One access line for the group
FAQ
Still curious? Ask AURA, or email us and a human replies within one business day.
Scheduling, rescheduling and cancellations, refill and referral intake, records requests, directions, hours and insurance questions, plus routing of results and clinical calls to staff. It handles administration and access, not clinical decisions.
No. It is instructed never to diagnose, interpret results or recommend treatment. When a caller describes urgent symptoms, it gives 911 guidance or escalates to your on-call clinician according to the protocol your medical lead approves.
Yes, through each vendor's approved APIs or through your existing interface engine where direct access isn't available. What we can read and write depends on your contract and version, and we confirm that before quoting. We are not an official partner of these vendors.
We use vendors on plans that offer Business Associate Agreements, sign a BAA with your practice, limit the agent to the minimum necessary PHI, encrypt recordings and restrict access by role. Please review the setup with your compliance officer; this is not legal advice.
The agent keeps scheduling routine visits, queues refill and referral requests for the morning, and pages the on-call clinician only for calls that meet your escalation criteria. You get a summary of every overnight call at the start of the day.
The voice is natural, speaks at a measured pace and repeats details back for confirmation. Anyone who prefers a person can say so at any point and is transferred or offered a callback.
You test a prototype first, then we agree one setup fee for the build; telephony and AI usage run at cost with transparent reporting. Go-live is typically four to eight weeks, mostly driven by EHR integration approvals.
Your practice owns all call data, stored in accounts you control with your chosen retention period. Some US states require all-party consent to record calls, so the agent announces recording at the start of each call, and any outbound reminder calls follow TCPA consent rules.
Keep exploring
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An AI dental front desk that books new patients, refills cancelled slots, runs recalls and pages the on-call dentist for emergencies.
An AI med spa receptionist that books consults, takes deposits by secure link, answers treatment FAQs and keeps clients rebooking on time.
Tell us the outcome you need. We build a working mockup of the render, workflow or agent — at zero cost — so you judge results, not pitch decks.