AI Receptionist for Medical Offices

Medical offices and clinics

Scheduling and routine questions, off the front desk

An AI receptionist for medical offices answers the phone 24/7, books and reschedules appointments and handles the questions patients ask every day. Anything clinical, like refills, results or symptoms, goes to your staff with a summary, never answered by the AI.

Brantheo’s AI Caller speaks English, Spanish and Portuguese. In Central Florida, where many patients prefer Spanish or Portuguese, that alone takes pressure off the front desk.

Request a 20-min strategy call or call us (407) 325-4647

The calls it handles

The calls that fill a front desk’s day

Tap a peak or a card

  • 1Mon 8:02 am

    Booking and rescheduling

    New and existing patients, by visit type and provider, following your rules.

  • 2Tue 12:30 pm

    Hours, location, what to bring

    The same clear answer every time, including parking and paperwork.

  • 3Wed 9:15 am

    “Do you take my insurance?”

    Answers from the plan list you provide. Anything it can’t confirm goes to staff.

  • 4Thu 4:40 pm

    Refill requests

    Takes the patient’s details and the medication and sends it to your staff. It never approves anything.

  • 5Fri 10:05 am

    Test results

    Doesn’t read results. Logs the request so the right person calls back.

  • 6Sat 9:47 pm

    After hours

    Books routine visits overnight and gives your after-hours instruction for anything urgent.

How a call goes

Routine gets handled, clinical gets routed

  1. Step 1

    Identifies the request

    Appointment, routine question, or something clinical.

  2. Step 2

    Routine: handles it

    Books, reschedules or answers from your approved information.

  3. Step 3

    Clinical: routes it

    Refills, results and symptoms become a message for staff with the caller’s details.

  4. Step 4

    Urgent: your instruction

    Signs of an emergency get the instruction you set, such as calling 911.

Where it stops

What stays with your clinical team

It handles scheduling and routine questions. Four kinds of call always go to a person.

FRONT-DESK INTAKECALL TYPES01Book the visit02Reschedule03Office questions04Insurance list05Medical adviceTEAM06PrescriptionsTEAM07Results & recordsTEAM08Sensitive topicsTEAM

Lines 05–08: four hand-offs, written on the intake record like any other line.

Call notesFront desk · hand-offs
  • 05

    Medical advice.

    It never assesses symptoms or suggests treatment.

  • 06

    Prescriptions.

    It takes the refill request. Approval is always your staff’s.

  • 07

    Results and records.

    It doesn’t look up or read anything from a chart.

  • 08

    Anything you mark sensitive.

    You decide which topics always go to a person, and it follows that list.

Proof

Already freeing a clinic’s front desk

At VIP Health Clinic the AI agent works on WhatsApp, not the phone line. The routine questions are the same ones that ring the phone.

  • Booking and rescheduling
  • Hours, location, what to bring
  • “Do you take my insurance?”

Illustrative example, not a client recording

New patientContact created after the callIn your CRM
  • RequestNew-patient visit
  • Visit typeAnnual visit
  • ProviderFirst available
  • AppointmentFri 3:00 pm · booked
  • SentConfirmation and what to bring
  • AI agent on WhatsApp

    VIP Health Clinic · Orlando

    Two people moved from the front desk to sales

    80% of the clinic’s patient conversations were the same questions. An AI agent on WhatsApp now answers them right away, where a reply used to take hours.

    Read the VIP Health Clinic case →
  • AI Caller by phone

    Eagle Creek Soccer Academy · Orlando

    137 leads at $4.50 each

    Meta Lead Ads brought in parents, and a bilingual AI Caller phoned each one within minutes, switching between English and Spanish mid-call. 11.8% converted, over 40 days in 2026.

    Read the Eagle Creek case →

Works with

Your CRM, your calendar, your number

Calls are logged in HubSpot or Zoho CRM, jobs and tasks land on ClickUp or monday.com boards, and bookings go through Cal.com. Follow-ups can go out on WhatsApp.

  • The call is logged

    Caller, reason and summary in your CRM

    • HubSpot
    • Zoho CRM

  • Tasks land on a board

    Anything that needs a person

    • ClickUp
    • monday.com

  • Booked and followed up

    The visit on the calendar, the follow-up on the phone

    • Cal.com
    • WhatsApp

Run athenahealth, eClinicalWorks or another EHR?We check the integration on the first call, before we promise anything.

FAQ

Questions medical offices ask us

Will it answer medical questions?

No. It handles scheduling and routine office questions. Anything clinical goes to your staff as a message, and urgent symptoms get your emergency instruction.

Can it handle prescription refill calls?

It takes the request with the patient’s details and the medication and sends it to staff. It never approves or promises a refill.

Does it connect to our EHR?

We check your EHR on the first call before promising anything. Today our live integrations are HubSpot, Zoho CRM, ClickUp, monday.com and Cal.com.

Can it speak Spanish and Portuguese with patients?

Yes, and it switches mid-call if the patient does.

How much does it cost?

It depends on your call volume, the languages you need and what it connects to. We quote it after a 20-minute call about how your calls work today.

Do I keep my phone number? How long until it’s live?

Yes, you keep your number: we forward your calls or port the number. Setup takes about a week, from script to live calls.

Something else on your mind? Call (407) 325-4647

Keep reading

Related pages

Booked · Fri 3:00 pm · new patient, called at 9:47 pm

Give your front desk its time back.

Request a 20-min strategy call or call (407) 325-4647