Setup & Operations

Step-by-step guide to deploying an AI receptionist in your clinic—from EMR integration to staff workflow handoff

Implementation roadmap for clinic practices: EMR connection, escalation rules, insurance verification, staff training, and transition from legacy phone system. Learn what to expect during setup and launch.

EMR integration: Connect your practice management system to sync schedule and appointments; patient records and clinical content return as structured, EMR-pasteable summaries for staff review (no code required)
Escalation and routing rules: Define urgent symptoms, department transfers, after-hours destinations, and voicemail fallbacks
Insurance verification setup: Configure how the AI collects and confirms carrier, member ID, and copay information
Call workflow training: Teach your team how to manage callbacks, escalated calls, and review AI summaries in their daily routine
Phone number migration: Port your clinic's existing phone number to the AI receptionist system (or test with a new number first)
Staff go-live: Gradual rollout or full launch; monitor call quality, escalation accuracy, and staff feedback during the first week

How it pays back

Minimal Disruption to Your Operations

Implementation takes 1-2 weeks for most clinics. Your EMR connects without IT overhead. Staff training is straightforward because the AI handles the call; your team just manages the handoff and follow-up.

Your Existing Phone Number Stays the Same

Port your clinic's main line to the AI receptionist. Callers don't notice a change; they just never get voicemail. Your appointment cards and marketing materials don't need updating.

Customization Built Into Setup

Every clinic's escalation rules, department structure, insurance verification depth, and after-hours routing are different. Setup includes hands-on configuration of your exact workflow—not a generic system.

Safety Net: Fallback to Your Existing System Anytime

If the AI encounters a call it can't handle, it can transfer to your voicemail, on-call line, or staff member. You maintain full control and can disable the AI instantly if needed.

Frequently asked questions

What EMRs does the system work with?

The system integrates with athenahealth, eClinicalWorks, Epic, Elation, Cerbo, Hint, Tebra, AdvancedMD, and ModMed. Visit our integrations page for the full list and setup timelines.

Do we need IT support to set up the EMR connection?

No. The EMR integration is handled by our support team with your practice management vendor. Most setups take 1-2 hours and require no IT involvement from your clinic.

Can we test the AI receptionist before porting our main phone number?

Yes. Many clinics request a temporary test number first. You and your staff use it for a week to evaluate call quality, escalation accuracy, and workflow fit. Once satisfied, you port your main number.

What happens if the AI can't handle a call?

The AI will transfer to a staff member, send it to your on-call line, or route to voicemail—depending on how you've configured the fallback. You always maintain control over what happens next.

How long does staff training take?

Most clinics complete training in 1-2 hours. We walk your team through a sample call, show them how to review the AI's summary, how to handle escalations, and how to manage callbacks. After that, staff learns by doing during the first week of live calls.

Can we change escalation rules after launch?

Yes. Escalation rules, department routing, insurance verification depth, and after-hours destinations can be adjusted anytime. You control the configuration; changes take effect immediately.