AI voice + messaging agents for medical practices
It answers the phone.
Then it books the appointment.
On the number you already publish, inside the schedule you already keep. Voice and text, one agent with one memory — lunch rush, after close, Sunday. It confirms, refills cancellations and works your recall list too.
BAA before go-live · no migration · flat monthly fee · live in 7 days
- 21:47:03CallerHi — I know you're closed. A crown just came off and it's starting to hurt. Anything tomorrow morning?
- 21:47:09ArbolWe can see you tomorrow at 8:15 AM with Dr. Reyes. Should I book it?
- 21:47:14CallerYes, please.
- 21:47:16ArbolDone — you're in at 8:15. The confirmation and intake form are on their way by text.
- 21:47:22ResultTomorrow 8:15 AM — Sam W.New patient · insurance captured · intake texted · written into your schedule, not a callback list.✓ booked
Illustrative call · every conversation is recorded, transcribed and searchable
Nine staffed hours against twenty-four answered
Six shapes of call, six hours of the day. Only one of them happens while somebody is sitting at the desk.
07:12
Before the doors open
“Can someone see me before work? Left side, back tooth.”
Triaged against your booking rules, offered the 8:15 opening, took the insurance details, texted the intake form.
Booked
12:40
While the desk is at lunch
Four lines ringing at the same time.
All four answered in parallel. No hold music, no queue, no callback list waiting on the afternoon shift.
No hold
15:05
A cancellation lands
“Something came up, I can't make Thursday.”
Slot released at 15:05, offered to the waitlist in the order you set, filled at 15:11 by a patient who had waited three weeks.
Backfilled
18:40
An hour after close
“Do you take my plan? What do I need for a first visit?”
Answered from your knowledge base, booked the new-patient slot, collected what the front desk would have asked for tomorrow.
New patient
21:22
A text, not a call
“Need to move Thursday to any morning next week.”
Same agent, same memory, different channel. Rescheduled, confirmed both ways, calendar updated.
Rescheduled
02:15
The one that isn't routine
“He's having chest pain and it isn't going away.”
No clinical advice, ever. Your after-hours protocol runs verbatim: emergency instructions read, on-call paged, full transcript attached.
Escalated
Your phone report only counts the calls that got through
Someone calls at 6:40 p.m. Someone hits a busy line at lunch. Someone calls on a holiday. They don't leave a voicemail — they call the practice down the street. That call never appears in your phone system's report, only in the visit you never billed.
Estimate · unanswered
demand
- Calls missed / month
- 678
- If 1 in 3 was a booking
- 226
Walking out the door / year
$501,720
Your inputs × 22 business days, at a conservative one-in-three conversion. Not a promise of recovery — the size of the hole.
Run it on our real data →The front desk work that never fits in the day
ANSWER
Every call, in seconds
Peak hours, lunch, after close, weekends and holidays. Calls are taken in parallel, so nobody waits on hold and nothing lands in a voicemail box somebody has to work tomorrow.
BOOK
Books, reschedules and cancels
Inside the schedule your practice already runs: real availability, the right provider, the right location, your booking rules.
BACKFILL
Confirms, then refills
Reminders go out by voice and text ahead of the visit. When someone cancels, the released slot is offered to your waitlist immediately — before the hour goes cold.
RECALL
Calls out, not only in
Recall lists, overdue annuals, patients who quietly lapsed, results follow-up. You approve the list and the script; consent is checked before every dial.
ESCALATE
Hands over with everything
Anything clinical, sensitive or out of policy reaches a human with the transcript, the summary and the details already collected. Nobody is asked to start over.
The part most AI voice vendors skip
An agent that calls patients sits inside two bodies of rules at once. We build to them by default, and every claim carries its source.
Read the full US exhibitHIPAA and the BAA
We sign the Business Associate Agreement before a single call is handled — a precondition, not an upsell.
45 CFR §164.502(e)
An AI voice is an “artificial” voice
Prior express consent, identification and a working opt-out, under the TCPA.
FCC ruling, February 8, 2024
Consent can be revoked any reasonable way
“Stop.” A reply to a text. However it arrives, it lands on voice and messaging at once.
FCC rules, effective April 11, 2025
Recording follows the caller
The agent discloses recording where the state requires every party to consent.
State wiretap statutes vary
More staff, an answering service, or an agent that finishes the job
Describes the common pattern of each category, not a specific vendor
Healthcare admin is local, so the details are too
United States
HIPAA and BAAs, the FCC's AI-voice ruling, consent revocation, all-party recording states.
GBUnited Kingdom
NHS and private practice, the 8 a.m. queue, DNAs and recall lists.
CACanada
PIPEDA and provincial health privacy, after-hours demand, bilingual callers.
AUAustralia
Medicare and bulk-billing economics, DNAs, Ahpra advertising rules, the APPs.
Writing on healthcare operations, in English, lives on theArbol blog.
Straight answers
Prefer email? Write tosupport@getarbol.com — a person answers.
01Do we have to replace our practice management or phone system?
No. Arbol answers the number you already publish and books in the schedule you already keep. Nothing is migrated, nothing is ripped out, and your data is exportable in full if you ever leave.
02Does the patient know they're talking to an AI?
Yes, in the opening line, using your practice's name. It also discloses recording where that applies. Transparency is not a setting an implementation can switch off.
03What does it actually sound like?
Like a calm front-desk person who never has four other things happening at once. It waits its turn, handles interruptions, and speaks English or Spanish depending on the caller. The fastest way to judge it is to let it call you — that is what the demo is.
04What happens with clinical or urgent calls?
The agent never gives clinical advice. If someone describes a red flag or the call needs judgement, it runs the escalation path you defined and hands over everything it has already collected.
05What if it doesn't know the answer?
It says so and hands off, instead of inventing something. Those moments show up in your dashboard as gaps to close, and closing one takes minutes: you add the answer once and it is used from then on.
06Why isn't there a price list?
Because a generic plan misprices most practices in both directions. It is a flat monthly fee sized to your call volume, channels and locations — not per minute — and you get the number in writing after the first call.
Live on your number in a week
No IT project, no data migration, no retraining your team. Thirty minutes and one month of call data decide it.
D+1
We audit the phone
Thirty minutes: call volume, hold and abandon rates, no-show rate, how far out the book runs. Nothing gets installed — you leave with the business case in your own numbers.
D+2 → D+6
We train it on your practice
Services, providers, locations, hours, insurance and booking rules. You approve the tone, the flows and the escalation paths before it takes a single call.
D+7
Live on your number
Voice and messaging connected, every conversation recorded, transcribed and searchable from hour one — on a flat monthly fee sized to your volume.
BAA signed before go-live · no data migration
flat monthly fee