Has your clinic tried an AI phone agent for booking and routine calls?

Healthcare AI phone agents book and move appointments and take refill requests, and pass anything clinical to staff. They must be covered by a HIPAA agreement.

How to automate it

How to automate “answer phones for appointments, refills and questions”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

120 min

typically, every day

50%

of the time can be automated

Some setup

to set up

Fix 1 of 2

Software featureBest fix

Let a healthcare AI phone agent handle routine calls

Healthcare voice agents (with a BAA) answer, book and reschedule appointments, take refill requests and answer simple questions, and pass clinical or upset callers to staff.

Typically saves about 40% of the time4 h to set up

1Pull a week of call reasons from your phone system.
2Pick the routine ones (scheduling, directions, refill requests, billing balance).
3Trial an AI phone agent built for healthcare with a BAA (for example Hyro, Assort Health, Notable or Hello Patient).
4Connect it to your scheduling system and set clear handoff rules.
5Listen to a sample of calls weekly.

Tools: Hyro · Assort Health · Notable · Hello Patient

Fix 2 of 2

Software feature

Let patients book online and fill cancellations from a waitlist

Online self-scheduling and automatic waitlist offers (like Epic MyChart Fast Pass) fill cancelled slots without phone calls.

Typically saves about 40% of the time2 h to set up

1Turn on online booking for the simplest visit types first (MyChart, NexHealth, Zocdoc, Phreesia or your PM system).
2Set clear rules on who can book what.
3Turn on automatic waitlist offers for cancellations.
4Put the booking link in reminders, the website and your voicemail.

Tools: Epic MyChart · NexHealth · Zocdoc · Phreesia

Quick wins

Have you tried…

Has your clinic tried an AI phone agent for booking and routine calls?: Healthcare AI phone agents book and move appointments and take refill requests, and pass anything clinical to staff. They must be covered by a HIPAA agreement.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Medical assistant / front desk

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