Patient intake coordinator

Reaches new patients before their first visit and collects what your front desk needs: insurance details, history, medications, the consent forms you use. The patient arrives with the paperwork done, and your front desk gets the file before the door opens.

Only where consent is on file.

Hire the patient intake coordinator Interview it first

AI employee · Phone

Briefed on your hours, service area, prices you set and the questions you get every day.

Reports to: You
Hours: 24 hours, every day
Languages: English
Wage: from $149 as your first hire, $99 as an additional hire
Start date: Today

Responsibilities

Reaches new patients before the appointment, on the schedule you set
Calls or texts only where consent is on file.
Collects the insurance, history and medication details in your intake list
Sends the consent forms you use and confirms they came back
Answers the pre-visit questions in the brief: parking, what to bring, how long
Sends the completed file to your front desk before the visit

What it will not do

Quote a price you did not give it
Commit to a time slot you did not open
Pretend to be a person, or use a fake human name
Hold a caller while it "checks"
Call anyone back without consent on file

Contact anyone without consent on file, give medical advice, or keep any answer anywhere but with your practice.

If a caller asks something outside the brief, it says so, takes the details, and texts them to you. It never guesses.

A shift, in its own words

What a call sounds like.

A sample call in one business's brief. Every business gets its own brief, so its patient intake coordinator knows your hours, your calendar and your prices, not a generic script.

Outbound call · the week before the visit

[SAMPLE CALL]

Employee: This is the AI assistant for [YOUR PRACTICE NAME]. You asked us to call before your first visit on [DATE] to get the paperwork done ahead of time. Is now a good moment?
Caller: Yes, go ahead.
Employee: Thank you. Can I start with the name of your insurance provider and the member number on your card?
Caller: It is [INSURER], number [MEMBER NUMBER].
Employee: Got it. Next, any medications you take regularly? Take your time.

Intake completed by phone; the file reached the front desk before the visit.

The first-day brief

What you tell it on its first morning.

Ten minutes on the phone with us. We write it down as the brief for your employee, you approve it, and it is live. Change it any time by texting your patient intake coordinator.

First-day brief

Draft · edit any time by text

Business: [YOUR BUSINESS NAME]
Hours: [YOUR HOURS]
Service area: [YOUR TOWNS]
Visit fee: [THE PRICE YOU SET, OR ASK THE OWNER]
Book into: [YOUR CALENDAR]
Never say: [YOUR LIST]
Transfer to: [YOUR NUMBER, YOUR HOURS]
Languages: English

Works with what you already use

Your calendar. Your number. Your tools.

Your calendar

Books into the calendar you already keep.

Your phone number

Nothing changes. Unanswered calls forward to your employee.

Your texts

Every job lands in your pocket as a text, with the recording.

Your tools

Sends the job to the tools you run the business on.

Patient intake coordinator · monthly wage

from $149a month as your first hire

As your first hire: Part-time, 100 minutes
Full-time, 200 minutes
Always on, 500 minutes
As an additional hire: $99 a month, adds 100 minutes
Past the pool: 100 more minutes for a flat $49, added automatically
To start: Probation: your first 7 days or 50 calls are free, whichever comes first, with a valid card on file. Billing starts after.
Setup: No setup fee.

Minutes pooled with every hire on your brief

Hire the patient intake coordinator

Wage

A flat wage. Compare it with the hire you could not find.

Three tiers as your first hire, by hours worked, each with a pool of minutes every employee on your brief shares. Add this role to an existing brief and it costs less and adds to the pool. Past the pool, a block of 100 minutes for a flat $49, printed on the wages page. No per-call fee, no credit system to decode.

Questions

Patient intake coordinator questions.

Where does the patient's information go?: To your practice, and nowhere else. We use what a caller tells your employee only to do the job you hired it for and to show you the record of it. We do not sell it, share it with other businesses, or use it to train anything for anyone else.
Can it answer medical questions?: No. It takes the question down and passes it to your clinical staff.
Is the call recorded?: Yes, for your practice, with the notice your brief sets. Callers are told the call is recorded, at the start, in the words your brief sets, and the recording goes only to your business.

Interview the patient intake coordinator now.

Hire the patient intake coordinator Every job description