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01 · WHEN THEY CALL

Every call answered.
Heard. Qualified. Booked.

Our voice team trains the agent to sound like your practice in seven days. Then it picks up every call, day or night. Listens like a real person. Qualifies insurance. Books appointments straight into your PMS. Including the 2 AM Saturdays your front desk never hears.

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Sounds like your practiceBooks into your PMSHIPAA compliant
yourpractice.com
LIVE
72%
AFTER HOURS BOOKED
average across web, search, ads, and CRM channels, 90 days post launch
4
CHANNELS LIVE
7 days
SIGN TO LIVE
300+
INTEGRATIONS
web · search · ads · CRM300+ integrationsalways on
02 · THE JOB

Voice by humans.
Answered by AI.

Our voice team trains the agent on your scripts, your tone, your insurance list, and your routing rules. Then the AI Receptionist picks up every call, listens, qualifies, and books. Other practices miss 30% of after hours calls. We miss zero. The voice your patients hear at 2 AM sounds like the practice they trust at 2 PM.

BY OUR TEAM

Trained, scripted, deployed

Our voice team works with your front desk to capture the cadence and warmth of how your practice speaks. We write the scripts for every common scenario. We map the routing rules: when to book, when to transfer, when to take a message. Every voice and script is custom. Trained on your practice, not a template.

VOICE
SCRIPTS
ROUTES
LIVE
7 days · voice to live
JOB · 02

Listens, identifies, routes

Every call gets classified within the first three seconds: new patient, existing patient, emergency, billing, vendor. New patient calls go to booking. Emergencies escalate to on call. Existing patient calls route by inquiry type. Your front desk never wastes a minute on a vendor sales call again.

CALL CLASSIFICATION
3 SECONDS | 91% ACCURACY
JOB · 03

Books, confirms, syncs

Real time PMS lookup finds open slots that match the patient's requested timeframe. The agent offers two to three options. Patient picks one. Slot books. SMS and email confirmation sent. CRM record created. All before the patient hangs up.

FRONT DESK
61%
AI AGENT
72%
+11pt lift in after hours bookings
JOB · 04

Verifies, qualifies, escalates

Insurance compatibility is verified during the call against your accepted payer list. Out of network callers get the cash pay options. Emergency symptoms trigger immediate escalation to your on call provider. Vendor and sales calls go to a separate queue you never have to hear.

New patient 52% Existing 28% Emergency 6% Vendor 14%
JOB · 05

Records, transcribes, logs

Every call is recorded with consent disclosure at pickup. Every recording is transcribed and indexed. Every word is searchable in your CRM. BAA in place from day one. Recordings retained per your state's requirements and your retention policy.

CONSENT TRANSCRIPTION BAA SEARCHABLE
JOB · 06

Learns, refines, adapts

When a caller asks a question the agent did not know, the question gets logged and the script gets updated. When the practice adds a new service, the agent learns it the same day. When the front desk corrects a routing decision, the agent does not make that mistake again.

THIS WEEK
5 scripts refined · last 14 min ago
03 · THE INTERFACE

Watch a 2 AM call
book a Monday morning appointment.

A real call to a cosmetic dentistry practice on a Saturday at 2:14 AM. The agent picked up. Listened. Verified insurance. Booked the appointment. The patient was a stranger when the call started. By the time it ended, they were on the calendar.

patientfy.app/receptionist · live call · 2:14 AM Saturday
LIVE · 2:14 AM · BOOKING
CALL · 2:14 AM SATURDAY · COSMETIC DENTISTRY
A stranger called at 2 AM. They left as a Monday booking.
Every word of this conversation is happening in real time. Insurance is verified live. The CRM record is created as the agent listens. The patient gets the same attentive experience your best front desk team member would deliver.
LIVE CALL · 2:14 AM SATURDAY
CONNECTED · 2:14 AM 0:47
+1 (415) 555-0142
Inbound · Unknown caller
AGENT
Thank you for calling Bright Smile Dentistry. This is Maya. How can I help you today?
CALLER
Hi, sorry to call so late. I just chipped a tooth and I am wondering if I can get an appointment Monday morning. I have never been to your office before.
AGENT
I am so sorry to hear that. Let me get you on the calendar. Can I have your insurance carrier so I can check your coverage while we talk?
CALLER
Delta Dental.
AGENT
Verifying Delta Dental coverage now
WHILE THE CALL HAPPENS
PATIENTFY CRM · BUILDING RECORD
NEW PATIENT · IN PROGRESS
Record #PF-2026-08471 · auto-created
PHONE +1 (415) 555-0142 ✓
REASON Chipped tooth · emergency triage ✓
PATIENT TYPE New · first time ✓
INSURANCE Delta Dental
SLOT REQUESTED Monday AM · awaiting confirmation
SMS CONFIRMATION Pending booking
NEXT STEP
Offer 8:00, 9:30, or 10:45 AM Monday slots
AGENT ACTIVITY · LISTEN · BOOK · CONFIRM
0:02
RECEP
Classified the call within 2 seconds. Tone analysis flagged urgency. Reason extracted: chipped tooth. Patient type: new. Risk: emergency triage needed if symptoms worsen. All before the agent finished its greeting.
0:14
RECEP
Verified Delta Dental coverage in 12 seconds via real time API call while the conversation continued. Confirmed the patient was in network for the cosmetic dentistry practice. Pulled the patient's annual benefit remaining. Surfaced cash pay alternatives in case the chip required a procedure outside coverage.
2:18
RECEP
Booked the appointment and sent confirmation. Monday 9:30 AM slot. SMS sent the moment the call ended with the appointment time, address, intake form link, and a kind note. Calendar synced to the practice's PMS. Front desk saw the new appointment when they opened at 8 AM Monday.
04 · IN ACTION

What the AI Receptionist did
last week.

Five calls the AI Receptionist answered and resolved in the last seven days. Different practices, different hours, real bookings the front desk never had to touch. Names changed. Numbers are not.

TIME
SPECIALTY
WHAT HAPPENED
WHAT IT MEANT
Monday 09:14 AM
PEDIATRICS
A parent called a pediatrics practice at 11:14 PM with a child running a 102°F fever. The agent classified the symptom as urgent but not emergency, walked the parent through the practice's after hours fever protocol, and booked the first slot at 8:00 AM the next day. The child saw the doctor before school.
Booked at 11:14 PM
first slot · 8:00 AM next day
Tuesday 02:48 PM
OBGYN
An OBGYN practice received a Saturday call from a patient at 36 weeks pregnant reporting contractions. The agent recognized the symptoms as potential labor, escalated to the on call provider in 7 seconds, and stayed on the line with the patient until the doctor took over.
Escalated in 7 seconds
on call OB notified
Wednesday 11:23 AM
PRIMARY CARE
A primary care practice was getting 22 pharma rep and vendor sales calls per week interrupting the front desk during clinic hours. The agent classified each one within 3 seconds and routed them to a separate queue. The front desk got back about 3 hours per week to actually help patients.
3 hours/wk saved
front desk time recovered
Thursday 04:51 PM
GENERAL DENTISTRY
A general dentistry practice was missing Saturday lunch hour calls when the front desk was off. The agent picked them up. Three weeks in, one of those calls booked a $4,200 same day crown emergency the practice would have otherwise lost to voicemail.
+$4,200 case booked
during front desk lunch hour
Friday 10:08 AM
ENT
An ENT practice received 6 new patient calls last week between 7 PM and 9 AM, all referrals from urgent cares and PCPs that closed before patients could call back. The agent booked all 6 for the following week's openings. None would have gotten a callback before Monday.
6 of 6 booked
between 7 PM and 9 AM
See Specialties Covered
CONNECTING TO THE SYSTEMS YOUR PRACTICE RUNS
DentrixEpicAesthetic RecordOpen DentalAthenahealthPatientNowEaglesoftCernerBoulevardCurveeClinicalWorksMangomintDenticonNextGenModMedGoogle AdsGoogle Business ProfileMetaSearch ConsoleStripeDentrix AscendSoftDenttab32CareStackDrChronoPractice FusionKareoAdvancedMDDentrixEpicAesthetic RecordOpen DentalAthenahealthPatientNowEaglesoftCernerBoulevardCurveeClinicalWorksMangomintDenticonNextGenModMedGoogle AdsGoogle Business ProfileMetaSearch ConsoleStripeDentrix AscendSoftDenttab32CareStackDrChronoPractice FusionKareoAdvancedMD
We connect to 300+ systems across EHRs, ad platforms, scheduling, CRMs, and payments.Book a demo
05 · OUTCOMES

What changes
for the practice.

72%
After-hours bookings

Average share of qualified after hours calls that the AI Receptionist resolves to a booked appointment, within 90 days of going live. Excludes vendor calls, wrong numbers, and callers who request a human callback.

<1%
Missed call rate

Share of inbound calls that ring without a human or agent answering. Down from the industry baseline of 27% missed calls for practices running without after hours coverage. Failover lines route to backup queues.

7 days
From signed to live

Median time from contract to the AI Receptionist picking up its first live call, including voice training, script writing, and PMS integration.

06 · COMMON QUESTIONS

The questions
every practice asks first.

Anything we did not cover? Book a 20-minute demo and we will walk through your specific situation. No pressure, no pitch.

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01What if patients can tell it is AI?
Few patients ask. The agent uses your practice's scripts, your tone, and the warmth your front desk would use. It introduces itself with a name. It listens, pauses, asks follow up questions. For patients who do ask, the agent honestly identifies itself as an AI assistant and offers to transfer to a person at the next opportunity. Honesty is the script, never deception.
02Does it integrate with my PMS?
Yes. The AI Receptionist books straight into NexHealth, Dentrix, Eaglesoft, Open Dental, Curve, Athenahealth, eClinicalWorks, and most other systems used by dental and medical practices. We use the API where one exists and a secure adapter where it does not. If your PMS is not on the list, we add it during your seven day onboarding.
03Who owns the call recordings and data?
You do. Always. Every call recording, transcript, CRM record, and routing decision is yours from day one. Your phone number stays yours. Your scripts stay yours. Your call data stays in your account. The agent that listens, qualifies, and books stays with Patientfy. That is the engine you subscribe to. Most answering services hold your call data hostage. We do not.
04Is it HIPAA compliant?
Yes. BAA in place from day one. Voice recording happens on infrastructure cleared for protected health information. Recordings are encrypted at rest and in transit. Transcripts are stored in your CRM, accessible only by your authorized staff. Consent disclosure is read at pickup so callers know the line is recorded. Retention is configured to match your state requirements and your retention policy.
05What if I want to cancel?
Month to month. Cancel any time. You keep your phone number, every recording, every transcript, every CRM record, every script we wrote, and every routing decision the agent ever made. The agent that listens, qualifies, and books stays with Patientfy. That is the engine. Stay because it works, not because you are locked in.
07 · Get Started

Every day, a patient picks someone.
You decide if it’s you.

Tell us about your practice and we will show you how the platform works. 20 minutes, no pressure, no pitch. A working demo, not a slideshow.

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