AI Call Transcripts
AI Call Transcripts give you complete visibility into every patient conversation, helping you reduce errors, improve follow-ups, and enhance overall patient care.
Trusted by
1500+ Healthcare Practices
The Missed Insights
Front desk and treatment teams manage countless calls each day, leaving critical details unrecorded and creating blind spots that hinder patient care and clinic efficiency.
The Real Call Documentation Challenges
01.
Relying on memory for follow-ups can lead to mistakes.
02.
Using scribbled notes that are easy to misplace or misread.
03.
No quick way to search past call content when questions arise.
04.
Important details, like insurance info or appointment prep, often go unrecorded.
05.
Missed information can disrupt patient care and workflow efficiency.
06.
Compliance and liability risks increase without a complete call record.
Industry-Specific Challenges
Dental
- Phone discussions about treatment plans and insurance pre-authorizations may be forgotten without a transcript.
- Missed patient decisions or incomplete insurance details can cause delays or billing errors.
Physical Therapy
- Patient updates about symptoms or progress can be lost if not documented.
- Therapists may miss important context at the next appointment without call records.
Optometry
- Orders for glasses, contacts, or Rx refills can be misheard without a reference transcript.
- Mistakes in addresses or prescription numbers may lead to costly errors.
Veterinary
- Updates on a pet’s condition or post-op care can be overlooked without documentation.
- Critical health details may not reach the vet, affecting treatment quality.
The OutcomeIncomplete call records lead to inefficiency, compliance exposure, and diminished patient satisfaction.
VoiceStack AI Call Transcripts: Built for Real Healthcare Workflows
Instant, HIPAA-compliant transcripts of every call provide complete visibility, helping clinics capture details, improve team performance, and enhance the patient experience.
Real-Time Transcription
Calls are transcribed in real time or immediately after they end with high accuracy, including medical and insurance terms, using specialized healthcare vocabulary models.
Secure Archive
All call transcripts are stored in a secure system, ensuring patient conversations are protected and accessible for review whenever your team needs to revisit past interactions or essential call details.
Instant Summaries
AI generates concise summaries of each call, such as “Patient rescheduled appointment from Oct 5 to Oct 12 and asked about insurance coverage for therapy,” so you can review key details quickly.
Secure and Compliant Storage
Transcripts are encrypted and stored in accordance with HIPAA guidelines, with access controls that ensure only authorized team members can view them, creating a compliant audit trail.
Integration with Patient Records
Transcript overviews can automatically attach to patient records or tickets in your PMS/EMR, allowing providers to review call details before visits and improve continuity of care.
Stuart McGuiggan CRO
“VoiceStack helps us prioritize calls, identifying emergencies and patients seeking specific treatments. This allowed us to follow up quickly, securing over $100,000 in treatment. The AI call transcription also supports staff training, letting us review calls, provide guidance, and improve processes, enhancing both team performance and patient care across the practice.”
How AI Call Transcription Works
Every call is transcribed, organized, and ready for accurate follow-up.
STEP 01
Call Begins and Recording Notified
When a patient calls, they hear a brief disclosure if required, such as “This call may be recorded.” VoiceStack starts capturing the audio once consent is implied.
02
Real-Time Transcription
03
AI Reviews and Formats the Transcript
04
Transcript Saved and Synced
05
Utilize the Transcript
Benefits for Healthcare Practices of All Sizes
Operational Efficiency
- Focus on Conversations: Team members can engage fully with patients without taking extensive notes, then refer to transcripts afterward.
- Faster Follow-Ups: All call details are readily available, reducing unnecessary callbacks and saving time.
- Simplified Knowledge Transfer: Forward transcript summaries to managers or colleagues instead of summarizing from memory.
- Reduced Errors: Accurate written records prevent forgotten tasks or misstated information, leading to smoother operations.
Patient Experience
- Accurate Service: Team members can reference transcripts for correct information, ensuring patients don’t repeat themselves.
- Quick Resolutions: Searchable call history enables team members to answer questions faster, reducing long hold times.
- Build Trust: Transparent records confirm what was said, improving accountability and patient confidence.
- Enhanced Accessibility: Hearing-impaired team members or patients who request transcripts can easily review call content.
Multi-Location Groups
- Shared Knowledge Base: Patients don’t have to repeat information when contacting different locations.
- Consistent Protocols: Regional managers can monitor transcripts to ensure team members adhere to the proper scripts and procedures.
- Centralized Insights: Corporate offices can analyze transcripts across locations to spot trends and make informed decisions.
- Legal Protection: Transcripts provide documented evidence of conversations for compliance and audit purposes, safeguarding the organization.
Industry-Specific Call Transcript Use Cases
Dental
Call Transcripts
- Capture procedure estimates, insurance details, and post-op instructions for accurate records
- Allow team members to verify exactly what was communicated to patients
- Enable follow-up on unscheduled treatments or patient inquiries
Outcome Fewer miscommunications regarding financials or care instructions, and a reliable record that prevents disputes
Physical Therapy
Call Transcripts
- Record patient symptoms or progress between sessions
- Document cancellations, rescheduling, and attendance updates
- Provide therapists with context before each appointment
Outcome Practitioners are fully prepared for every session, and clinics maintain clear logs of patient-reported issues, improving continuity of care
Optometry
Call Transcripts
- Accurately capture prescription details, contact lens brands, and frame models.
- Serve as a verified record for orders placed over the phone
- Allow team members to double-check patient requests to prevent errors
Outcome Reduced ordering mistakes and a reliable reference for follow-ups, ensuring accurate fulfillment and patient satisfaction
Veterinary
Call Transcripts
- Record at-home care instructions and client-reported updates
- Allow multiple team members to access precise patient information
- Provide a clear timeline for high-stress or emergency calls
Outcome Improved pet care, fewer mistakes in following instructions, and a reliable record for emergencies or complex cases
Seamless PMS Integration
VoiceStack’s AI Call Transcription integrates seamlessly with your practice management and clinical systems to create a complete, connected record of patient conversations.
Automatically attaches call transcript summaries to patient records for a complete communication history.
Uses transcript content to trigger follow-ups, rescheduling, or prescription workflows.
Enables in-PMS search of call transcripts without switching tools.
Creates compliant communication notes automatically, without manual documentation.
Tim Hill CEO
“With VoiceStack, we now have complete visibility into every call, making it easy to track call quality, patient satisfaction, and booking outcomes. We can analyze performance at both the practice and enterprise level, see results by campaign, and measure how well we convert potential patients. It’s an incredible tool for data-driven growth.”
Analytics That Drive Better Decisions
Track
Seasonal or campaign-driven spikes in concerns to plan outreach, education, or service promotions.
Measure
First call resolution to see how often patient issues are handled in a single interaction.
Monitor
Caller sentiment to identify frustration points and proactively improve patient satisfaction.
Analyze
Call-topic trends in transcripts to understand why patients are calling and allocate staffing or training accordingly.
Turn every conversation into insight and every insight into better patient experiences.
Frequently Asked Questions
Support:
support@voicestack.comSales:
sales.us@voicestack.com
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