Serving practices across North America, the UK, Europe and the Middle East
Never lose a patient to voicemail again.
We answer your missed and after-hours calls 24/7, book patients into your schedule and send confirmation texts. We set it up, run it and keep improving it. Your team doesn't learn new software.
Done for you, start to finish · One named contact · BAA signed before go-live · Month-to-month after setup
Front desk day sheet
Calls that would have hit voicemail
New patient, lower back pain
7:52 am
We booked Thu 9:30 with Dr. on duty
Before openingNew-patient appointment
12:18 pm
We captured the booking request while the desk was busy
Lunch hourAppointment booked
12:21 pm
We sent a confirmation text with consent
Overflow callAuto-accident case
6:47 pm
We took the intake and notified the front desk
After hoursQuestion about parking
Sat 10:05
We answered, no callback needed
Weekend
SEE IT WORK
Watch a 4-minute demo
Omair walks you through our done-for-you AI receptionist service with a live call to a demo pediatric clinic. We answer using Sam, our AI receptionist, book a new patient, then show you the record, call summary, transcript and calendar booking we save without anyone on staff touching it. BrightSteps Pediatrics is a fictional demo clinic and all patient details are made up.
4:09
- We answer 24/7, including lunch, after hours and weekends
- We book into the clinic's calendar during the call
- We save each caller, recording and transcript in the CRM
Read the transcript
Hi, this is Omair from HealthOps Automation. HealthOps Automation is not just another software company. We don't give you a login and tell you to go figure things out with your team. We offer a done-for-you service. We build and run AI automations for clinics, and we stay with you the whole way. Most clinics start with phones, so that's where we'll start today: an AI receptionist that takes calls and books appointments for you. This demo is built around a specific clinic's workflow, so we'll use a demo pediatric clinic and show how it works in real life.
Sam: Thanks for calling BrightSteps Pediatrics. This is Sam, the clinic's virtual assistant. How can I help you today?
Caller: Hi Sam, I'd like to book an appointment for my son for a vaccination.
Sam: Is he already a patient at BrightSteps, or would he be new?
Caller: He'd be new.
Sam: Can I get your first name and how you spell it?
Caller: My first name is Omair, O-M-A-I-R, and my last name is Iqbal, I-Q-B-A-L.
Sam: So that's O-M-A-I-R, I-Q-B-A-L, right? And what's your son's first name, and how do you spell it?
Caller: Adam. A-D-A-M.
Sam: And what's his date of birth?
Caller: 2nd of December.
Sam: And what insurance does he have?
Caller: Medicaid.
Sam: You can choose Dr. Rachel Thompson, our medical director, Dr. Michael Chen, or Priya Shah, a pediatric nurse practitioner. Who would you prefer for Adam, or do you have no preference?
Caller: Let's go with Dr. Rachel Thompson.
Sam: What day or time works best?
Caller: Can I get tomorrow at 3 PM?
Sam: Let me check the schedule. I have Thursday, October 29th at 2:40 PM with Dr. Thompson. I also have 3 PM and 3:20 PM the same day. Which one works best?
Caller: 3 PM is good.
Sam: And what's the best email for the confirmation? It's optional.
Caller: omair@healthopsautomation.com.
Sam: So that's omair@healthopsautomation.com, right?
Caller: Correct.
Sam: One moment while I book that. All right, you're booked for a new patient visit for Adam on Thursday, October 29th at 3 PM with Dr. Rachel Thompson. Please arrive 15 minutes early with your insurance card and a photo ID. Anything else I can help with?
Caller: No, that's perfect. Thanks, Sam.
Sam: You're welcome. Thanks for calling BrightSteps Pediatrics. Have a great day.
Now that we're off the call, let's see what that looks like in the clinic's CRM. There's a new entry for Adam with his doctor, appointment date and insurance provider, all taken automatically from the call. In the calls section, there's the appointment booked for Adam, a recording of the whole call, a summary, and a full transcript. In the scheduling software, which is Cal.com in this case, the agent has added the booking automatically.
What we just saw was an AI agent. It took the call, registered the new patient, filled out everything in the CRM, recorded the transcript and wrote a summary, and nobody on staff had to touch it. This is for when your front desk is busy, on a lunch break, or after hours.
We do the testing, we do the setup, and after go-live we keep monitoring to make sure it's working the way you expect. If you ever need anything changed, we're a call away. Once you're happy with it, we can expand into things like appointment reminders and bringing back past patients. We work month to month, so there's no long-term commitment.
Thanks for watching. If this could help your clinic, book a free audit and we'll work out the best setup for your practice.
01 · The leaks
What happens when your clinic can't answer?
At lunch, during a rush or after closing, unanswered calls can become appointments for another clinic. We start by covering those gaps for you.
Missed calls
Lunch, the check-in rush, after hours and weekends. The phone rings out and a new patient calls the next clinic on their list.
Busy front desk
Check-ins and patients in front of your team take priority. Overflow calls reach voicemail while everyone is helping someone else.
After-hours enquiries
Patients call when your doors are closed. By the time your team returns the call, they may already have booked elsewhere.
Callbacks that come too late
A voicemail is another task for tomorrow. Answering now gives patients a next step while they are ready to book.
82%
of callers say they'd call a competitor if they can't get through. (Source: CallRail, 2025)
02 · When you're ready
Start with calls. Add more when you're ready.
03 · Estimate it
How much are missed calls costing you?
Change any number to match your clinic: calls × unanswered × new patients × would book × new-patient value. An illustrative revenue estimate, not a service price or a promise.
Estimated revenue lost
$3,656/ month
$43,875 / year
About 11 new patients a month reach voicemail instead of your front desk. If half of them would have booked, that is the revenue walking to the clinic down the road.
Illustrative estimate. Currency selection labels your assumptions; it does not convert exchange rates. We'll calculate it with your real data in a free audit.
Book a free missed-call audit04 · Who we help
Which practices do we work with?
Home care agencies
After-hours family intake, caregiver applicant screening and shift call-outs.
Chiropractic
Multi-doctor clinics and personal-injury practices.
Physio and rehab
Large multidisciplinary teams with central admin.
Dental
Independent practices with 3–10 providers.
Pediatrics
We answer parents' calls and book sick and well-child visits.
ENT
We answer ENT calls and book allergy shots and hearing visits.
Specialty practices
Dermatology, orthopaedics, women's health.
Growing into multi-site groups and hospitals? We scale with you.
05 · How it works
How does a rollout work?
We set up and run your done-for-you AI receptionist service gradually. Your team keeps answering first while we test, monitor and improve your call coverage.
Read the full process- 01
Free audit
We test your phones and review call and booking data. We send your written report within 3 business days of the audit call.
- 02
Build and test
We write and test your scripts, connect your booking system where it allows, and handle the privacy paperwork.
- 03
Gradual launch
We start with overflow and after-hours calls while your team keeps answering first.
- 04
Review and improve
We review results with you weekly for the first 4 weeks, then monthly, and update the scripts and booking rules.
- 05
After launch: we stay with you
We monitor your calls and handle fixes and change requests within one business day. Omair Iqbal is your named point of contact.
What we handle, what you do
| We handle | You do |
|---|---|
| Testing your phones and finding where calls are lost | One 30-minute kickoff call |
| Writing and testing every script | Approve the scripts |
| Connecting call forwarding and your booking system | Give us read-only access |
| Regional agreements and vendor privacy paperwork | Approve agreements; sign the BAA for US practices |
| Checking call logs and fixing issues within one business day | Flag anything that looks off |
| Weekly reviews for 4 weeks, then monthly results reviews | A 30-minute monthly call |
If something isn't right, message us and we fix it. You never have to log in and figure it out yourself.
Will it work with the software we already use?
We work alongside common practice-management and scheduling systems such as Jane, ChiroTouch, Dentrix, athenahealth and others. Where a system has no open booking API, we start with call forwarding and booking requests, so nothing changes in your software.
Product names are mentioned for compatibility only. No partnership or endorsement is implied.
How is patient data protected?
HIPAA and privacy detailsUnited States
For US practices, we sign a BAA before go-live and use vendors that offer BAAs. Patient data stays in US-hosted systems.
United StatesCanada
We handle personal health information in line with PIPEDA and provincial privacy laws (such as BC and Alberta PIPA and Ontario PHIPA), and only send texts or emails with consent under CASL.
CanadaUK & Europe
We work to GDPR and UK GDPR, sign a data processing agreement before go-live and agree data handling in writing for your practice.
UK & EuropeMiddle East
Health data rules vary by country. We confirm what applies during the audit and only go live with a setup that meets it, with Arabic and English tested before launch.
Middle EastStraight answers
The questions owners ask first
Will patients hate talking to AI?
We run our done-for-you AI receptionist service for calls that would otherwise hit voicemail. We agree transfer and callback rules with your team so patients can always ask for a person.
We already have a receptionist.
Good. We answer at lunch, during the check-in rush and after hours, so your receptionist can focus on the patients in front of them. We set up and monitor the call coverage for you.
Will it work with our software?
We work alongside common practice-management and scheduling systems such as Jane, ChiroTouch, Dentrix and athenahealth. Where a system has no open booking API, we start with call forwarding and booking requests, so nothing changes in your software.
Do you work with clinical notes or charting?
Our current services focus on operations: calls, scheduling, follow-ups and admin. If you need help with documentation workflows, we design them with your clinicians, keep them in control, and nothing is changed without their review and sign-off.
How do you handle HIPAA / PIPEDA requirements?
Before go-live in the US, we sign a BAA with you and use vendors that offer BAAs, with agreements covering the patient data they handle. For US practices, patient data stays in US-hosted systems. In Canada we handle personal health information in line with PIPEDA and provincial privacy laws, and only send texts or emails with consent under CASL.
Long contract?
No. Month-to-month after setup.
Is HealthOps a software I have to manage myself?
No. We provide a done-for-you service: we set up, run, monitor and fix your call coverage. Your team keeps working the way they do today.
Who do I contact if the AI receptionist says something wrong?
Contact Omair Iqbal, our founder and your named point of contact. We fix problems and handle change requests within one business day.
What happens after the AI receptionist goes live?
We check call logs daily during the first weeks, then every 2–3 days once things are running smoothly. We hold weekly reviews with you for the first 4 weeks after launch, then monthly.
Do I need to train my staff on a new system?
No, your team keeps working the way they do today. We handle the setup and changes for you.
Can I cancel and keep my phone number?
Yes, we work month-to-month after setup. If you cancel, you keep your phone number, your scripts and your call logs.
Resources
Latest guides for practice owners
- Privacy and compliance
Does a 24/7 AI medical receptionist need a BAA, and what should it include?
When a US medical receptionist vendor needs a BAA, what the agreement should cover, and how clinic owners can review patient-data safeguards.
- Scheduling
Can AI answer after-hours calls for a dental office without double-booking?
How dental offices can use after-hours AI reception with live availability checks, booking requests, staff handoffs and safe scheduling rules.
- Cost and ROI
How much does a missed new-patient call cost a chiropractic clinic?
Estimate the cost of missed new-patient calls at a chiropractic clinic with worked examples, booking assumptions and collected-revenue figures.
Free practice audit
Find out what missed calls are costing you.
Free audit, no commitment. We test your phones at busy times and show you the numbers.