Front-desk enquiries
About 6 hours a week of routine questions off the desk. Patients get an answer the same hour, evenings included, and anything clinical goes straight to your team.
Hours back
6
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
A clinic fact sheet it answers from
Your prices, hours, parking, the insurers and plans you accept, the new-patient process and your policies, written once and kept in one place you can edit.
- 02
Every channel in one queue
Emails, web-form messages and texts are read as they arrive and sorted into routine questions, booking changes and anything clinical.
- 03
Routine questions answered
Questions the fact sheet covers get a reply from your clinic's address or number. If the fact sheet doesn't cover it, the system doesn't guess.
- 04
Booking changes handed over ready to do
A request to move or cancel lands at the desk with the patient's name, current slot and what they'd prefer, so it's a one-minute job.
- 05
Clinical messages flagged at the top
Anything mentioning pain, swelling, bleeding, medication or an emergency goes to a person straight away. The only automated reply is 'we've passed this to the team'.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Clinical messages, complaints and anything the fact sheet doesn't cover always go to a person. The system never gives medical advice.
What it's worth
What those hours add up to.
6 hours a week, over 46 working weeks, is 276 hours a year. At $50 an hour, that’s
$13,800
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
The same questions arrive by phone, email, web form and text all day. Each one pulls a receptionist away from the patient at the desk, and the after-hours ones wait until morning.
What we build
- A clinic fact sheet it answers from
- Every channel in one queue
- Routine questions answered
- Booking changes handed over ready to do
- Clinical messages flagged at the top
A month in
Around 6 hours a week of routine questions come off the desk, and the after-hours backlog is gone by the time you open.
Why it only answers from your fact sheet
A clinic can't afford a reply that's confidently wrong about a price or an insurer. So the system answers only from the information you've approved, and if a question isn't covered, it hands it over instead of making something up.
That also makes it easy to update. Change a price in the fact sheet and every answer from then on uses the new one.
What about phone calls?
Most clinics start with email, web forms and texts, because that's where the after-hours backlog builds up. Missed calls can get a text back offering to help by message, which moves a good share of callers to a channel the system can answer.
FAQ
Can an automated reply give patients a treatment price?
Only the fixed prices on your clinic's list, like a new-patient exam or a hygiene visit. Any price that depends on an examination goes to the team.
Can patient enquiries be answered at 2am?
Yes, if you want them to be. Routine answers from your fact sheet can go out any time, and anything that needs a person waits at the top of the queue when the clinic opens.
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Bring this one to a free live build.
Thirty minutes on front-desk enquiries. We build its elf with you, live, and you keep it.