Medical AI Receptionist
AI receptionist medical practices trust — HIPAA-compliant, 24/7.
Workforce Wave answers every inbound call to your practice, qualifies new patients, books appointments into Epic or NexHealth, and escalates emergencies — all under a signed HIPAA Business Associate Agreement.
HIPAA BAA included. No credit card required. Live in one week.
Workforce Wave — Medical Intake — 9:14 PM
Appointment booked. Intake notes synced to NexHealth. HIPAA BAA active.
The Problem
After-hours calls are your highest-value leads — and the most likely to be missed.
A patient who calls after hours and reaches voicemail almost always calls another practice. Workforce Wave answers every call around the clock, booking the appointment before the patient considers an alternative.
- ✓Answers calls 24/7, 365 — evenings, weekends, holidays
- ✓Books new patients into your next available slot instantly
- ✓Escalates emergencies to your on-call line without delay
- ✓Confirms appointments 48 hours in advance to cut no-shows
- ✓HIPAA BAA signed before your first call goes live
Without WFW
- 1.Call goes to voicemail at 9pm
- 2.Patient calls another practice
- 3.Appointment slot sits empty
- 4.No-show rate stays high
With WFW
- 1.WFW answers on the first ring
- 2.Intake collected in 90 seconds
- 3.Appointment booked instantly
- 4.Confirmation call sent at 48hrs
Built for Medical
Pre-loaded with medical intake intelligence.
HIPAA compliance, triage escalation logic, and appointment-type routing are built in from day one — not add-ons you configure from scratch during a time-consuming implementation.
Built In
HIPAA-Compliant Architecture
PHI is never stored in plaintext. Audio stored in HIPAA-eligible Backblaze B2. Business Associate Agreement included at no extra cost. Audit log retained 7 years.
Built In
Appointment Type Routing
New patient, established patient, urgent care, telehealth, specialist referral, and procedure pre-op — each type handled with the correct questions and routed to the right provider.
Built In
Triage & Escalation Logic
Callers describing chest pain, difficulty breathing, or active emergencies are immediately routed to 911 or your on-call line. No ambiguity, no delay.
Built In
No-Show Reduction Outreach
WFW calls patients 48 hours before their appointment to confirm or reschedule. Practices using automated confirmation outreach report significantly fewer no-shows.
EHR Integrations
Works with the EHR your practice already uses.
Intake data, appointment bookings, and patient notes sync directly into Epic, NexHealth, Athenahealth, and AdvancedMD — no manual re-entry, no data loss between call and chart.
Epic
The most widely deployed EHR — WFW creates appointments, attaches intake notes, and triggers pre-visit workflows directly in Epic via MyChart integration.
NexHealth
Purpose-built for dental and medical — WFW books appointments, sends reminders, and syncs patient intake into NexHealth automatically after every call.
Athenahealth
WFW pushes structured appointment data and patient intake notes into Athenahealth's scheduling and patient record workflows without manual re-entry.
AdvancedMD
For multi-specialty groups and independent practices on AdvancedMD — WFW syncs appointment bookings and patient demographics after every intake call.
Real Scenarios
How your medical AI handles real calls.
Caller is a new patient needing a primary care appointment. WFW collects: insurance carrier, primary complaint, preferred provider if any, and first available time slot. Appointment is booked in NexHealth before the call ends. Intake notes attached automatically.
10pm call from an established patient with a fever of 104°F. WFW assesses urgency using your triage protocol, routes to your after-hours nurse line, and sends an SMS to the on-call provider. Non-emergency after-hours calls get a next-morning appointment booked immediately.
WFW calls every patient 48 hours before their scheduled appointment. Confirmed appointments are marked in your EHR. Cancellations trigger immediate slot-reopening and an outreach call to the next patient on the waitlist.
Common Questions
Frequently asked questions about medical AI receptionists.
Is an AI receptionist HIPAA compliant?
Yes — Workforce Wave is built HIPAA-compliant by architecture. PHI is encrypted in transit and at rest, audio is stored in a HIPAA-eligible environment, and a signed Business Associate Agreement is included with every plan. Our audit log retains call records for 7 years per HIPAA retention guidance. No extra configuration required.
Can an AI receptionist handle medical triage?
WFW follows your practice's escalation protocol precisely. Callers describing symptoms flagged as emergencies (chest pain, difficulty breathing, active bleeding) are immediately directed to call 911 or connected to your on-call line. All other calls are handled per your routing rules. WFW does not provide clinical advice — it routes and collects information.
Which EHR systems does it integrate with?
Workforce Wave integrates with Epic, NexHealth, Athenahealth, and AdvancedMD out of the box. For practices using other EHR systems, WFW connects via HL7 FHIR API or webhook delivery. Your onboarding specialist configures the integration during setup — no engineering work required on your end.
How does it handle insurance verification questions?
WFW collects the patient's insurance carrier, plan name, and member ID during intake and passes that structured data to your front-desk team or directly into your EHR's insurance fields. It does not perform real-time eligibility checks, but it ensures your staff receives clean, structured insurance data before the patient arrives.
What happens to calls outside business hours?
WFW operates 24/7. After-hours calls are handled according to your protocol: urgent calls route to your on-call line, appointment requests are booked into your next-day availability, and medication refill requests are flagged for provider review. Your practice never goes to voicemail.
How long does setup take for a medical practice?
Single-location practices are typically live within one week. WFW reads your practice website to pre-load your providers, specialties, insurance panels, and scheduling preferences. Your onboarding specialist reviews and refines the intake script with you in a one-hour session, then connects your EHR integration.
Explore the Cluster
AI Receptionist
The flagship product — all features, all industries.
Dental AI
CDT codes, recall workflows, HIPAA.
Legal AI
Intake qualification, conflict screening, Clio.
Contractor AI
Emergency triage, ServiceTitan, 24/7 dispatch.
Real Estate AI
Lead qualification, showing scheduling, Follow Up Boss.
vs Ruby Receptionists
AI-native vs. human live-answering.
vs Smith.ai
Fully AI vs. hybrid AI+human model.
Pricing
Flat monthly plans — no per-minute surprises.
Get Started
Stop sending patients to voicemail.
Workforce Wave reads your practice website and builds your HIPAA-compliant AI receptionist automatically. Most single-location practices are live in one week.
Book a free demoHIPAA BAA included. No credit card required.