A curved wood-fronted reception counter with three check-in workstations, and two free-standing self-service check-in kiosks on posts, on an open studio floor.

Solo & Small Group Patient Access and Scheduling

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Patient self-scheduling screen showing available appointment times Voice AI scheduling call in progress with the booking it created Automated appointment reminders and their delivery status Insurance eligibility confirmed before the visit Point-of-service payment being taken at check-in Inbound faxed order read by Fax AI and queued as a pending appointment

  • Patient Self-Scheduling

    • Patients book themselves online, from a text link or by phone with Voice AI, any time, choosing their location and time from real openings.
    • A visual body-part guide helps them pick the right exam online, and your scheduling rules and prep instructions apply on every channel.
    • Bookings come in around the clock without a call to your desk.
  • Ora

    Voice AI Scheduling

    • An AI voice agent built into CareFlow answers and places scheduling calls around the clock, and confirms each booking.
    • Using the same patient records as the rest of CareFlow, it knows each patient's language, past visits and where they live, and offers the closest location first.
    • Every call gets answered, without adding front-desk staff.

  • Automated Patient Communications

    • Confirmations, reminders and prep instructions go out by text and Voice AI from the moment the patient is scheduled.
    • Two-way texting lets patients confirm or reschedule in one tap, and the schedule updates on its own.
    • Fewer no-shows, and fewer calls for your desk to make.

  • Pre-Visit Insurance Verification

    • One screen replaces a dozen payer portals: one click runs a real-time eligibility check inside CareFlow.
    • Coverage is settled before the patient walks in.

  • Point-of-Service Payment Collection

    • Staff see the cost estimate from the patient's eligibility check and collect it at check-in, from the same appointment screen.
    • Balances are collected before the exam, not billed and chased afterward.
  • Ora

    Fax AI Referral Capture

    • Reads every inbound faxed order, day or night, and pulls out the patient, exam and referring physician.
    • Files the order to the patient's chart and opens a pending appointment.
    • Orders are ready to schedule in minutes, without anyone retyping them.

A front desk that holds the line

What your front office looks like when the routine volume answers itself.

  • 20,000

    patients a year self-schedule at One Step Diagnostic

  • <2 min

    from a faxed order to a text to the patient, One Step Diagnostic

  • 16,000

    patients waiting to be scheduled before AbbaDox at Lake Medical Imaging, 900 to 1,200 by Nov 2023

Wilmer Cardona, Center Manager, Digital Medical Imaging

The front desk greets patients instead of chasing paperwork.

When patients come in to check in, everything’s already been done, from verification to confirmations, to responsibility.

Wilmer Cardona Center Manager, Digital Medical Imaging
  • 3–4 min at the desk, because the work is already done
  • 20+ years on one platform, after changing systems every three to five
Read the full story

FAQ

Front of House

  • Most do, and they rate it well. On Capitol Imaging's AI-handled scheduling calls, patient satisfaction measured 93% in two separate reporting windows. Only 15.2% of answered calls moved to a person, and the most common reason was simply that the patient asked for one.

  • No, and the data runs the other way. At Capitol Imaging, orders with two or more attachments auto-indexed 42.1% of the time, against 34.9% for an order with nothing attached. The messy, multi-part orders are where it takes the most work off your desk.

  • It reaches your staff with the patient, exam and referring physician already pulled out, plus the reason it stopped: patient not found, a possible duplicate, a referrer not on file. Your team fixes the cause instead of retyping the order, and nothing disappears.

  • It does sometimes, so here's how often and what happens next. Across 376,367 orders at Capitol Imaging over 11 months, Fax AI matched the patient 99.59% of the time and the exam 96.32%. Every order it can't index goes to your team's exception list with the reason. In August, Voice AI handed 15.2% of Capitol's answered calls to a person, most often because the patient asked for one. And every AI action sits in the same audit trail as staff actions, so when a scheduler corrects one, the correction is logged too. Your team still handles the exceptions, the complex calls and the patients in the building.

  • At Capitol Imaging, a faxed order became a booked appointment in 2.6 days when Voice AI placed the call, against 5.9 days when a scheduler did. And an order that arrives at 8 pm is filed overnight, instead of waiting for whoever opens in the morning.

  • It tends to replace one. At Radiology Imaging Associates, SMS confirmations fell 93% once Voice AI took over the calls, with total confirmations unchanged, and no-shows dropped 23.5%, the largest reduction we've measured. The reminder spend becomes a line you can cut.

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