Coverage for the calls your front desk can't reach.
Almost every Sacramento dental and medical practice already has a website. What is usually missing sits behind it: coverage for calls the front desk cannot reach, recall lists nobody has time to work, and reminder chains that hold the schedule together.
One or two people at a counter are asked to do six jobs at once.
The bottleneck is rarely the website. It is that the phone is the job that loses every time.
A patient at the counter always outranks the phone
Check-in, checkout, payment, insurance and the phone belong to the same person. The ringing line goes to voicemail, and that call is often a new patient trying the next practice.
The recall list is the most valuable list nobody works
The practice management system already knows who is overdue for hygiene or a follow-up. Working that list is exactly the task that gets postponed every day.
A broken hour cannot be refilled at nine in the morning
A late cancellation leaves clinical time that cannot be resold on short notice unless someone already holds a waitlist. Confirmations and a waitlist text turn that hour back into production.
Intake is done twice and checked once
Paper forms are filled at the counter and retyped by the person who should be answering calls. Mistyped insurance details are discovered at billing, weeks later.
After-hours calls become messages, and messages become other practices
An answering service takes a name and a number at eight in the evening. The patient with a toothache does not wait for a callback.
What we build for a practice
Start with the front desk overflow, then add the rest once that holds.
AI voice agent
Picks up when the line is busy, after hours and at lunch. Answers administrative questions, books and reschedules, and escalates by your written protocol, in English or Russian.
Picks up when the line is busyWorkflow automation
Confirmation and reminder messages that expect a reply, and automatic waitlist offers when a slot opens.
Recall lists that get workedDigital intake
Forms sent before the appointment, completed on a phone, arriving as structured data rather than a clipboard to retype.
Forms completed before arrivalServers and support
Setup in the practice's own cloud account, uptime monitoring and a number to call, so the schedule is never waiting on a technical problem nobody owns.
A number to call when it breaksBoundaries, stated up front: the assistant handles administrative work only. It does not triage, diagnose or advise, and any clinical question goes to your staff. Where patient information is involved, every system runs in accounts the practice owns, under the business associate agreements the practice signs with those providers, and the practice holds every admin login; we build and test on sample records.
How the work goes
We listen to how the front desk handles a busy morning, then quote one process at a fixed price.
Free audit
We listen to how the front desk spends an hour and count what the phone costs in missed new patients, unworked recall and unfilled gaps.
Proposal
One scope, one figure from the bands below, and the sequence. The piece with the shortest payback goes first.
Implementation
Scripts, escalation rules and message timing are written with your team and approved by you, then tested against your own line before a patient ever meets them.
Support
Uptime monitoring, a monthly report of calls answered and appointments booked, in counts without patient names, and adjustments your administrator applies as the schedule changes.
What it costs and how long it takes
The audit is free and produces a written finding either way. Timeline: 2 to 4 weeks for one process, 4 to 8 with integrations.
One integrated agent, or one automation chain, built and launched.
- AI voice agent, configured on your protocol
- Or the recall and reminder automation chain
- Typically 2 to 4 weeks from kickoff
Several systems connected, or a build around your PM software.
- Agent plus recall automation plus digital intake
- Practice-management integration where an API exists
- 4 to 8 weeks, tested against your own line first
Bespoke software, built from scratch.
- Multi-system builds and custom integrations
- Full DevOps and a security review
- Shipped in slices, with support after launch
2 to 4 weeks for one process, 4 to 8 weeks with integrations, from 8 weeks for a full custom build. Full price list, including hosting, is on our pricing page.
Who this is not for
The free audit checks your call and appointment volume first and says in writing whether this pays back for your practice.
- Practices with a fully staffed front desk, an answered phone and a no-show rate they are already happy with.
- Hospital-owned or group-managed offices where the phone system and the software are decided by a corporate IT department.
- Anyone who wants clinical triage automated. We will not build that, at any price.
- Anyone who wants a promised drop in no-shows or a promised number of new patients. We report measured counts every month instead of promising an outcome.
Common questions
Answers to what practice managers ask before signing on.
Will the AI give medical or dental advice?
No. It is restricted to scheduling, hours, directions, insurance logistics and confirming what is already on file. Clinical questions are handed to staff with the caller's details, and the escalation rules are written by the practice before the agent takes a single call.
Can this be used with patient information?
Yes, in accounts your practice owns, set up so our team never holds access to patient records. HIPAA treats any vendor that creates, receives, stores or transmits patient information for a practice as a business associate (45 CFR 160.103) and requires a written agreement with it (45 CFR 164.502(e)). So every service that touches patient details, such as the cloud account, form tool, phone line or AI model, is opened in the practice's name under the agreement you sign with that provider. Google Workspace, Microsoft 365 and Azure offer one; Telnyx, the voice platform our agent runs on, offers a Business Associate Addendum for its HIPAA-eligible services, and we confirm the covered services with you before launch. A provider that will not sign one does not receive patient details. We build and test on sample records; after launch your administrator holds every login, we see uptime and monthly counts without names, and changes we prepare are applied by your administrator.
Does it write into our practice management system?
It depends which one. Open Dental provides an interface allowing genuine two-way work; several others expose little or nothing. During the free audit IG Digital Lab checks yours and says whether you get integration, a one-way feed, or a structured message staff enter.
We already use an answering service. What is different?
An answering service takes a message; this books an appointment. The difference shows at eight in the evening, when a message means a callback tomorrow and a booking means the patient is on the schedule before they search for anyone else.
Will patients accept talking to an assistant?
Many will not notice, and anyone who asks is told plainly and transferred to a person if they prefer. The same voice stack answers the IG Digital Lab main line at (916) 618-0502, so a practice can hear it before deciding anything.
Our website is fine. Do we need a new one?
Usually not. Most established practices need the layer behind the site rather than a rebuild. A rebuild is worth discussing only if the site cannot be edited or cannot accept a form.
Hear it for yourself. Then decide.
Call the demo line and ask for an emergency appointment, or request the free audit and we'll outline, in writing, how the agent would follow your own scheduling protocol.
Ready to hand off the front desk overflow?
You get a free written review by email within two business days.