Professional practices
Stop losing hours to intake.
Law, dental, medical, accounting, insurance, veterinary. Your front desk is answering the same six questions all day, and the ones worth answering are waiting behind them.
What a front desk gets back
0 hrs → 6 hrs per week
Typical for a practice fielding 40+ inbound calls a week. We measure it before and after, using your actual call volume — not an industry average.
The pattern
The cost isn't the calls. It's who's taking them.
A practice loses money on every eleven-minute call that qualifies a caller who was never a fit. And it loses more on the one it missed while that call was happening.
- The same six questions, all day. Do you take my insurance. Are you accepting new clients. What's a consultation cost. Where do I park.
- Qualification happens by a human, or not at all. So either your most expensive staff do it, or an unqualified caller reaches a partner.
- After hours goes to voicemail. The person who called at 7pm has already called two other practices by morning.
- Nobody will say it out loud, but staff turnover resets everything. The new person doesn't know the answers, and the practice absorbs the ramp.
What you get
Intake that qualifies, and a data story you can hand to your compliance file.
The assistant
Qualifies before your desk does
Answers the routine questions from information you approve, line by line. Collects what a callback actually needs. Hands off to a person the moment it's out of its depth.
The handoff
Into what you already use
It doesn't build a shadow database of your callers. It routes into your existing form, inbox, or practice system — so there's nothing new holding client information.
The paperwork
Written down, before you sign
Where each component runs, what's stored, what happens at termination. Plus the adversarial test results, so you can see exactly what it refuses to do.
Where we'd start
Most practices start with the assistant, not the website.
If your site is adequate and your phone is the bottleneck, rebuilding the site first is the wrong order. We'll say so.
- A written intake audit. What's actually being asked, how long each call takes, what it costs in staff time.
- The five questions to automate first. Chosen from your call log, not from a template.
- A scoped assistant. One channel, one job, measured against the baseline we took.
- Then the site, if it needs it. Often it does. Sometimes it genuinely doesn't.
We are not lawyers, and we don't give compliance advice. What we do is tell you precisely where data goes, in writing, so your compliance people can make the call.
Pricing
Most practices land between $3k and $8k.
Plus a monthly for keeping the knowledge base accurate as your services, providers, and insurance list change. That drift is what kills these systems, and it's what the retainer is for.
| Engagement | Build | Monthly |
|---|---|---|
| Intake audit | $500–1.5k | — |
| Intake assistant | $3k–8k | $300–800 |
| Website + intake | $6k–18k | $500–1.2k |
| Internal knowledge assistant | $8k–30k | $500–2k |
Talk to us
Send us your website. We'll send back what we find.
A written assessment with real numbers. If intake is the actual problem and your site is fine, we'll tell you that instead.
Free and instant. Or email [email protected] for a full written assessment.