Your AI Receptionist
Never Takes a Day Off

What a typical patient call sounds like

A patient calls during business hours wanting to book a follow-up. The AI answers within 2 rings: “Thanks for calling Mayfield Chiropractic, this is Aria. How can I help you today?” The patient says “I need to schedule follow-up after my visit last week, my back is acting up again.” The AI identifies them by phone number, pulls their chart, sees the recent visit, and offers three open slots in the next two days that match their provider's availability. Patient picks Wednesday at 2pm. AI confirms, books it directly into your EHR, sends an SMS confirmation. Total call time: 47 seconds. Front desk did nothing.

That's the routine path. The AI also handles new-patient intake (capturing insurance, attorney info for PI cases, chief complaint, preferred provider), refill requests (queuing them with structured data for the prescribing provider), cancellations and reschedules (with automatic slot release), and billing questions (routed to your billing team with full context). Anything off-script transfers cleanly to a human or queues a callback.

How it logs to your EHR

Every call generates a structured record that lands in your patient's chart — not just a recording. Fields captured include: caller name, phone, identified patient ID (matched against your EHR), call reason, intent classification, action taken (booked / cancelled / queued / escalated), timestamps, and the full transcript. For native EHR integrations (Epic, Cerner, athenahealth, DrChrono, NextGen, eClinicalWorks, Allscripts, Greenway, Jane App, ChiroTouch, ACOM Health, ChiroFusion, Open Dental, Dentrix, and 16+ more), this lands automatically as a chart note tagged “AI receptionist call.”

For systems we don't integrate natively (rare — see our full list at /integrations), the call record lives in your MedSiteAI dashboard with a one-click export to CSV/PDF and an SMS handoff option to your front desk. Every call is auditable, retained per HIPAA requirements, and accessible only to authorized staff via role-based permissions.

Specialty-specific workflows

The default routing logic ships working out of the box, but every specialty has quirks. The AI receptionist supports custom workflows per practice:

• Chiropractic + PI cases — auto-injury intake captures attorney, insurance carrier, claim number, date of injury; routes to a separate workflow with extended intake; flags PI patients on the schedule.
• Dental practices — emergency triage (broken tooth, abscess, trauma) routes to same-day slots; routine cleanings go to standard booking.
• Primary care — distinguishes acute (sick visit, urgent symptoms) from chronic (med review, annual, follow-up); routes accordingly.
• Plastic surgery — captures procedure interest, financing qualification questions, candidacy criteria; routes to consult booking with the right surgeon.
• Pediatrics — handles parent vs. legal guardian distinctions, immunization questions, school physical scheduling.

Custom workflows are configured in the MedSiteAI dashboard — by call category, caller type, time of day, language, and intent. Changes apply on the next call.

Implementation timeline

First draft of your AI receptionist — branded with your practice voice, wired to your EHR, with sample call flows configured — typically lands in 48 hours after kickoff. Most practices go live with real patients in 5-7 business days. The bottleneck is usually a 30-minute kickoff call (intake question selection, on-call schedule, escalation rules, BAA sign-off) plus the EHR sandbox approval if you're on Epic, Cerner, or athenahealth.

No setup fee. Included in your monthly plan. We don't charge per call, per minute, or per provider — flat fee, unlimited inbound volume.

Related capabilities

Two specific scenarios where the AI receptionist's routing logic shines: