As patient call volumes rise and staffing shortages persist, practices face mounting access challenges. Explore what’s changing now, why it matters, and how to prepare.

Key Takeaways

• Patients increasingly expect immediate, 24/7 phone access; missed or delayed calls can directly impact satisfaction, retention, and appointment conversion.
• Automating routine calls reduces staff burden, shortens wait times, and helps protect revenue by preventing lost appointments and abandoned calls.
• Voice-enabled AI agents integrate with practice workflows to manage calls intelligently, escalate only when needed, and provide data for continuous operational improvement.

We are excited to announce the launch of the AI Agent, a friendly, intelligent, and voice-powered receptionist designed to transform the way medical practices handle incoming calls. The AI Agent seamlessly manages routine interactions, assists patients at any hour, and connects callers to a live staff member only when necessary—helping clinics deliver faster service while reducing administrative workload.

Intelligent Call Management

The AI Agent operates through an intuitive, five-tab interface—Dashboard, Active Calls, Call History, Automation, and Settings—each built to simplify clinic communication workflows.

• The Dashboard provides a real-time overview of call-center performance, tracking KPIs such as Active Calls, Bot-Handled Calls, Total Bot Minutes, and Average Wait Time. Supervisors can instantly switch between time ranges (from hourly to quarterly) for instant insights.
• The Active Calls tab enables real-time management, showing live queues with color-coded priorities—from Critical to Normal—and AI-suggested actions when transferring calls.

Smarter, Faster, More Human-like Interactions

When transferring a call, the AI Agent displays a pop-up with patient details, the reason for transfer, and AI-recommended actions, ensuring staff members are instantly informed. The Agent prioritizes calls based on urgency, with a smart timer system using color indicators:

• Green: Wait time under 1 minute
• Orange: Over 1 minute
• Red: Over 3 minutes, signaling urgency

For every call, users can view the AI Summary of the Transcript, Full Transcript, or Participant Details—ensuring complete visibility and accountability.

Automation and Insights at Your Fingertips

With the Automation tab, clinics can schedule recurring call workflows—such as appointment reminders or lab result notifications—fully handled by the AI Agent. Meanwhile, the Call History log tracks all interactions, shows Bot Containment rates (how many calls were fully handled by AI), and allows playback of recorded calls for quality improvement.

Tailored Configuration and Personalization

Within Settings, users can:

• Adjust office hours and after-hours call handling preferences
• Customize greeting messages and wait-time thresholds
• Choose from multiple AI voices (e.g., Sarah, David) to match the clinic’s tone and personality

A Step Forward in Patient Experience and Efficiency

By combining natural voice interaction with intelligent automation, the AI Agent empowers practices to provide timely, professional, and consistent patient communication—without increasing staff burden. Every conversation is recorded for analysis, enabling continuous improvement in service delivery.

The Practice EHR AI Agent represents the next leap in clinical communication efficiency—helping your team stay connected, your patients stay satisfied, and your operations stay seamless.