An AI medical receptionist for clinics that answers every patient call, fills the schedule and keeps no-shows down.
Koda, a plastic surgery clinic, had already paid two agencies $14,000 for AI voice agents. Their data told a different story: a 42% no-show rate and two coordinators who couldn't keep up with daytime calls. We build clinic systems around the real leak, not the assumed one.
Where clinics lose patients
Calls the front desk can't get to
When coordinators are busy with patients in the building, the phones go unanswered. Some of those callers will have booked somewhere else before anyone calls them back.
Consultations that don't happen
A booked consultation that doesn't show is a slot that could have gone to someone else. At Koda, 42% of booked consultations weren't happening.
The gap between consultation and treatment
At Koda, 75% of patients dropped off between the consultation and booking treatment. That's a follow-up problem, not a marketing one.
Admin around every patient
Pre-op forms, reminders, aftercare check-ins, rebooking. All necessary, all done by hand.
The AI receptionist and systems we build for healthcare clinics
- AI receptionist: answers every call and inquiry, answers common questions about treatments and prices you approve, and books consultations
- No-show reduction: confirmations, reminders, one-tap rescheduling and instant follow-up when someone misses
- Lead follow-up: patients who had a consultation but didn't book treatment get thoughtful, timed follow-up
- Pre-op and aftercare coordination: forms, instructions and check-ins sent at the right time, with anything clinical routed to your team
- Speed to lead: website and ad inquiries answered in seconds
The Koda story
Two agencies had built after-hours voice agents because everyone assumed after-hours calls were the problem. When we analyzed 3,808 leads, 64% of the leads they won and 63% of the leads they lost had arrived after hours. Almost identical, so timing was never the issue.
The real leaks were the daytime call volume, the 42% no-show rate and the drop-off after consultations. Fixing them was worth an estimated $1.5M in recoverable revenue. We then built a prototype operations platform around those leaks: lead pipeline, pre-op coordination and four AI agents to take load off the coordinators.
Read the Koda case study →Patient data, handled carefully
- AI never gives medical advice, and anything clinical goes straight to your team.
- Systems are built inside your accounts with only the access they need.
- In the US, anything touching patient health information needs providers willing to sign a business associate agreement, and in the UK, data protection rules apply.
- We'll tell you exactly what your setup needs and build to it.
What are no-shows costing your clinic?
Two sliders. Your own numbers.
Questions
About AI in clinics.
For answering routine calls, booking consultations and handling reminders, yes. It means no caller hits voicemail when your coordinators are busy. Anything clinical or sensitive goes to a person.
It can be set up to meet HIPAA requirements, but only if every provider handling patient health information will sign a business associate agreement, and the system stores and shares data properly. We check this for your setup before building.
It takes the overflow and the repetitive calls, so your front desk can focus on the patients in front of them. Koda's problem was two coordinators overwhelmed by volume, not too many staff.
Yes, using only information you approve. It won't give medical advice, and it hands anything clinical to your team.
If your system has an API or syncs to a calendar, usually yes. We confirm your exact setup on the first call.
We charge a fixed fee per phase, agreed before we start, with no hourly billing. Running costs then depend on your call volume and the phone and AI providers you use. Our guide to what AI automation costs shows typical market ranges.
Yes. A dental practice gets the same system as any other clinic: calls answered while the team is with patients, appointments booked, reminders sent and missed visits followed up. Anything clinical goes to a person.