Cash-Based Practice AI Receptionist for Cerbo

When the patient is the payer

In a cash-based practice, every caller is also a customer comparing prices. They want to know what a visit costs, what is included, whether labs are extra and whether they can use a health savings account. Vague answers lose them; clear, consistent answers keep them on the line.

The front desk in these practices often doubles as the billing office, which means price questions compete with check-ins and payments at the window.

Callers also ask about cost in different ways: per visit, per month, per program. Your approved answers should cover each framing, so nobody is left doing arithmetic on the phone.

The same price answer every time

Give Katie the prices and package details you want shared, written the way you would say them. She answers from that list every time, so a caller hears the same figure on Tuesday afternoon as on Saturday morning, and nobody improvises.

When a caller asks something not covered, such as a custom quote or a hardship discount, Katie records it and the summary goes to whoever makes pricing decisions.

Payment itself stays off the phone. Katie does not take card payments on the call; callers ready to pay are sent to your billing line or payment link. That keeps card numbers out of phone conversations and keeps payments in the system your practice already reconciles.

Estimates, superbills and receipts

Self-pay patients often need paperwork. Katie captures each request clearly so billing staff can respond:

• Requests for a good faith estimate of costs before a first visit or a program
• Superbill requests from patients who plan to submit to their insurer themselves
• Questions about using a health savings or flexible spending account
• Receipt and statement requests

Packages and memberships as options

Many cash practices offer more than per-visit pricing: visit bundles, prepaid lab panels or a monthly membership. If you want callers to hear about those options, write a short approved description and tell Katie when to mention it, for example whenever a caller asks about the cost of follow-up visits.

Keep it informational. Katie describes the option and records the caller's interest; your staff have the conversation about which choice suits the patient.

From price inquiry to first visit

A caller who is not ready to book is still a lead. Katie records their name, contact details and what they were interested in, and staff decide how to follow up. Once the person becomes a patient, MedReception Autopilot files the summary to their chart in Cerbo from a staff member's signed-in browser.

Track how many price inquiries turn into first visits over a few months. If the result disappoints, read the summaries: the questions callers ask will show what your pricing page and phone answers leave unclear.