AI Front Desk Assistant for Small Clinics in Metro Vancouver
Capture structured intake and appointment requests so clinic staff can review, prioritize, and follow up without replacing clinical judgment.
For dental, optometry, physiotherapy, wellness, and small medical offices.
The problem
Front desks are overloaded
Small clinic front desks handle calls, walk-ins, appointment requests, intake forms, insurance checks, and patient check-in — often with one or two staff. After-hours calls go to voicemail. Busy-hour callers give up. Staff spend hours on repetitive intake instead of patient-facing work.
An AI front desk assistant handles intake calls, captures structured appointment requests, and organizes callbacks so staff can focus on patients during clinic hours and review intake between appointments.
Patient calls or messages
During or after clinic hours.
AI captures intake details
Reason for visit, preferred times, callback info.
Staff reviews the ticket
Structured intake summary with urgency notes.
Staff confirms next step
Appointment booked or callback scheduled.
What the AI captures
Structured intake, not scattered notes
Patient name
Full name as provided by the caller.
Callback number
Phone number for staff callback.
Reason for visit
New patient, follow-up, emergency, or consultation.
Preferred time
Morning, afternoon, or next-available window.
Urgency signals
Pain, injury, or time-sensitive concern flagged.
New or returning
Captured to support scheduling and record lookup.
Insurance question
Captured and routed to staff for verification.
Referral source
Doctor referral, Google, or word of mouth.
Staff action
Callback, book appointment, or provide information.
Safety boundaries
No diagnosis, no treatment advice
Designed for front-desk workflows, not diagnosis, treatment advice, prescription, or EMR replacement. The AI captures intake — clinical decisions stay with licensed practitioners.
Privacy
Privacy-safe by default
Clinic workflows default to privacy-safe intake, staff review, masked patient details where appropriate, and audit-friendly handoff. Recording is off by default — you turn it on only if needed.
PMS / EMR handoff
Works alongside your current system
The AI front desk does not replace your practice management or EMR system. It captures and organizes intake calls, then staff enter confirmed appointments and notes manually into your existing system. PMS/EMR adapters are planned for a later phase as the product matures.
Important
Designed for front-desk workflows, not diagnosis, treatment advice, prescription, or EMR replacement. Clinic workflows should default to privacy-safe intake, staff review, masked patient details where appropriate, and audit-friendly handoff.
Service coverage
Serving Metro Vancouver clinics
Based in Greater Vancouver. Available for small clinics and medical offices across Vancouver, Burnaby, Richmond, Surrey, Coquitlam, Langley, North Vancouver, Delta, Maple Ridge, and New Westminster.
FAQ
Common questions
Does the AI diagnose patients?
No. The AI front desk is designed for intake and appointment workflows only. It does not diagnose conditions, provide treatment advice, or make clinical recommendations.
Does it give treatment advice?
No. The AI captures intake details and appointment requests. All clinical decisions remain with licensed practitioners.
Can it collect appointment requests after hours?
Yes. Patients can call or message after hours to request an appointment, describe their reason for visiting, and provide preferred time windows. Staff review the requests the next business day.
Is recording required?
No. Recording is off by default. Clinic workflows should default to privacy-safe intake, staff review, masked patient details where appropriate, and audit-friendly handoff.
What patient information is shown in the dashboard?
The dashboard shows the intake summary, appointment request details, and callback priority. Personal health details are masked by default and only shown to authorized staff during review.
Can staff review before confirming an appointment?
Yes. Every intake goes through a staff review step before any confirmation. The AI captures and organizes — staff make the final decision on scheduling and priority.
Does it replace our PMS or EMR?
No. The AI front desk works alongside your existing practice management or EMR system. It handles intake and call workflows, then staff enter confirmed appointments into the PMS or EMR manually.
Book a 20-minute local AI receptionist demo
We will review your front-desk workflow, show you how the AI handles a sample clinic intake call, and assess whether it fits your practice without pressuring you to change your current setup.
Request a demo