No meeting required

AI receptionist async audit

We review your current phone and intake workflow asynchronously and send back three practical improvement opportunities. The first audit is after-hours and overflow call capture — not a fully autonomous medical receptionist.

This is an operational review. It is not a clinical, legal, billing, or compliance opinion. Estimates are fine.

Do not include patient information. No names, dates of birth, medical details, insurance IDs, diagnoses, or record numbers. Redact voicemail and menu scripts. A short reply is enough.

How to reach you

Required. We file this as a workflow review, not a patient chart.

Your name Email

Practice name

1. Practice profile

Do not send logins, credentials, recordings with patient audio, or system exports.

Specialty Number of locations Number of providers Approximate staff size Approximate calls per day Approximate calls after hours

Current phone system or answering service Scheduling system or EHR, if you are comfortable naming it

2. Call categories

Approximate share of calls. Percentages do not need to add to 100. Skip any row you do not know.

Call type	Approx. share	How it is handled now
New appointment request
Rescheduling or cancellation
Existing appointment question
Referral or records question
Insurance or authorization
Prescription or clinical question
Billing question
Hours, directions, parking, basic information
Vendor or non-patient
Other

3. Current call flow

What happens today. Redact any patient detail from scripts.

Voicemail or call-menu script, patient information removed Most common administrative call types What happens when staff miss a call Normal business hours After-hours process When all staff are busy When the caller leaves a voicemail When the caller needs a new appointment When staff cannot answer immediately When the caller does not receive a callback When a caller may be experiencing an emergency

4. Baseline (estimates are useful)

If you do not know, leave blank. We will recommend a seven-day measurement period.

Calls received per week Calls missed per week Voicemail backlog Average callback delay Staff who handle calls Staff time on calls / callbacks Appointments requested by phone Appointments successfully booked

Why callers repeat information

The one problem The one phone-related problem you would most like to reduce

Readiness (optional)

Check what you already have. Missing items are not a failure — they shape the pilot.

Approved escalation contact Written emergency-routing procedure Approved administrative answers Defined human review process A way to stop or override an AI receptionist A secure approved data environment Process to keep hours, policies, and scripts current A method to audit call outcomes A decision-maker who can approve a 14-day pilot

We will not book a meeting unless you ask. Next paid step, if you want it, is a narrow 14-day pilot — not an open-ended build.