AI Receptionist
Your 24/7 virtual assistant answers every call, provides information, and schedules appointments while keeping patients happy and your practice running smoothly.
Trusted by
1500+ Healthcare Practices
The Real Reception Challenges
Calls answered or missed don’t tell the whole story. Without insights into outcomes, opportunities are lost, and patient experience suffers.
01.
Limited staffing and office hours leave callers waiting or abandoning the line.
02.
High call volumes overwhelm teams, causing stress and mistakes.
03.
Lack of after-hours or weekend coverage frustrates patients.
04.
Rising labor costs make 24/7 human coverage impractical.
05.
Missed calls often go unnoticed, leading to lost appointments and revenue.
06.
Front desk errors and burnout reduce service consistency and patient satisfaction.
Industry-Specific Challenges
Dental
- High call volumes for scheduling, insurance, and emergencies can frustrate patients with long hold times and repeated transfers.
- Off-hours emergencies often go unanswered, risking patient health and potential revenue loss.
Physical Therapy
- Patients calling after work or outside business hours may go unanswered, resulting in missed new-patient leads or delayed guidance.
- Front-desk team members juggling check-ins and insurance tasks often cannot give callers their full attention, resulting in delays or errors.
Optometry
- Seasonal spikes in calls for eyewear orders, insurance, and exams can overwhelm team members, slowing response times.
- After-hours inquiries from patients or shoppers often go unanswered, potentially resulting in lost sales or appointments.
Veterinary
- Unpredictable call volumes during emergencies can leave pet owners frustrated and anxious if they can’t reach a representative.
- Routine or non-urgent calls can clog lines during busy periods, and after-hours calls often go unanswered, forcing clients to seek alternatives.
The OutcomeMissing 30-40% of office-hours calls and nearly all after-hours leads results in lost appointments, frustrated patients, and missed revenue.
VoiceStack AI Receptionist: Built for Real Healthcare Workflows
Always-on virtual support to manage calls, streamline operations, and enhance patient experience with intelligent, personalized interactions.
Clinic FAQ Knowledge
Provides instant answers to common questions, fully customizable for each location.
Appointment Scheduling & Changes
Books, cancels, or reschedules appointments in real time, integrated with your scheduling system.
Multi-Lingual Support
Handles calls in English and Spanish to serve diverse patient populations seamlessly.
Concurrent Call Handling
Answers multiple calls simultaneously to eliminate busy signals and reduce patient wait times.
Location Level Reporting
Analyze performance across offices and locations.
Natural Language Call Handling
Understands caller intent in plain language for scheduling, billing questions, or general inquiries without relying on rigid menus.
Call Triage & Routing
Detects urgent or complex calls and routes them to the right person with the proper context, or provides next-step guidance.
Personalized Greetings & Data Lookup
Recognizes returning patients, pulls relevant information from the PMS, and tailors interactions to be efficient.
Escalation with Context
Transfers or logs messages for team members with complete context, reducing repetition and improving follow-up efficiency.
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 the AI Receptionist Works
Calls are monitored, reported, and made actionable in real time.
STEP 01
Patient Calls the Main Line
Calls are answered instantly, no matter the time. Instead of endless ringing or a generic voicemail, patients hear a friendly, human-like greeting: “Hello, thank you for calling Green Valley Clinic. How may I assist you today?”
02
Caller States Their Need
03
AI Interprets and Responds
04
Task Completion or Transfer
05
Wrap-Up and Documentation
Benefits for Healthcare Practices of All Sizes
Operational Efficiency
- Routine Call Handling: Resolve 30–50% of calls without human input, including appointments and FAQs. Some clinics report that up to 70% of calls are offloaded to AI, reducing the front-desk workload immediately.
- Faster Response, Fewer Abandoned Calls: Instant call answering and multitasking drastically reduce abandonment rates. Some clinics saw a drop from ~30% to 1% in call volume implementing AI call routing.
- Extended Coverage Without Overtime: AI receptionist covers evenings, weekends, and holidays without extra labor costs. Practices have saved tens of thousands annually compared to hiring additional team members.
- Consistency and Accuracy: AI provides accurate information every time, eliminating human errors such as missed insurance updates or incorrect appointment entries.
Patient Experience
- 24/7 Availability: Patients can reach assistance any time, including nights and weekends, improving satisfaction and trust.
- Reduced Hold Times and Faster Answers: Instant engagement enables patients to get answers quickly, enhancing accessibility and the overall experience.
- Human-Like Interaction: Conversational AI feels natural, recognizes emotions, and responds empathetically, providing a professional and reassuring experience.
- Improved Emergency Handling: AI triages urgent situations and guides patients appropriately, ensuring critical cases are addressed promptly.
Multi-Location Groups
- Unified Caller Experience: Every location provides consistent greetings and service quality, enhancing brand reputation.
- Intelligent Load Balancing: AI distributes calls intelligently across locations or human teams, optimizing team member utilization.
- Scalable Without Additional Staff: New locations or growth periods are handled seamlessly without hiring additional front-desk team members.
- Data and Compliance Standardization: Calls are uniformly recorded, transcribed, and logged for compliance, maintaining consistency and reducing risk.
Industry-Specific AI Receptionist Use Cases
Dental
AI Receptionist
- Explains services such as Invisalign and implants and automatically schedules initial consultations.
- Answers common pre-visit questions, such as arrival times and required forms, and sends links to online documents.
- Provides guidance for off-hour dental emergencies, advising if ER care is needed or scheduling a next-morning visit.
Outcome Increases new patient booking rates, reduces missed dental emergency calls, and improves response time for patient inquiries.
Physical Therapy
AI Receptionist
- Addresses questions like whether post-session pain is normal, providing reassurance, or alerting the therapist if needed.
- Schedules evaluations or sessions for new patient referrals after hours, ensuring no leads are lost.
- Instantly answers routine inquiries, such as copay amounts or referral requirements, reducing front-desk interruptions.
Outcome Reduces no-show rates, improves patient engagement between visits, and reduces front-desk workload.
Optometry
AI Receptionist
- Instantly informs patients of appointment availability and prescription status, including whether glasses or contacts are ready.
- Reminds patients of ongoing promotions and offers, and encourages them to schedule appointments for family members.
- Handles call spikes efficiently during peak periods, ensuring patients do not wait for service.
Outcome Decreases missed calls during busy hours, increases appointment bookings, and boosts upsell and promotion conversions.
Veterinary
AI Receptionist
- Guides pet owners through emergency triage questions to determine urgency and whether an ER visit is needed.
- Efficiently handles routine tasks like booking vaccinations, grooming, and check-ups while answering common inquiries.
- Sends follow-up text messages to reinforce interactions with helpful reminders or instructions.
Outcome Reduces delayed emergency responses, improves appointment scheduling efficiency, and increases client retention
Seamless PMS Integration
VoiceStack seamlessly integrates with leading PMS, CRM, and analytics platforms, giving you effortless visibility across your operations.
Real-time schedule and EHR sync so bookings and updates reflect instantly across systems.
Automatic note and task creation with call context logged for team member follow-up.
CRM integration to capture new leads and tag service inquiries automatically.
Compliance-aware handling that respects consent preferences and logs required call details.
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
Call volume and call reasons to understand exactly why patients are reaching out.
Measure
Average handling time for AI versus human-handled calls to optimize the patient experience.
Monitor
Patient quality and satisfaction signals using post-call feedback and sentiment analysis.
Analyze
Performance across multiple locations to tailor workflows and AI behavior by site.
Never miss a call. Never miss an opportunity. The AI Receptionist makes every interaction count.
Frequently Asked Questions
Support:
support@voicestack.comSales:
sales.us@voicestack.com
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