AI Secretary for Private Healthcare Practices

The InstaClinic Promise

24/7 Reception

HIPAA/PIPEDA/TGV Compliance

Seamless EMR/PMS Integration

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Compatible with Leading EMR/PMS Systems

and 40+ others...

The Indirect Costs of Poorly Scheduled Appointments

Overwhelmed receptionists drowning in administrative tasks

Missed opportunities for patients to schedule follow up appointments

Ineffective communication between staff, patients, and healthcare providers

Facts About Private Practices

88%

Of healthcare appointments are still scheduled by phone

42%

Of calls in medical practice clinics are not picked up

#1

Difficulty contacting the office is the #1 reason patients won’t book with a selected provider

60%

of patients consider switching providers due to poor communication

Key AI Secretary Features

Scalable Solutions

Adapts to clinics of all sizes, with options to manage multiple locations.

Human Voice

Our AI assistant provides a seamless and natural conversational experience with its highly realistic and personable voice.

Seamless Integration

The AI software integrates directly with your specialty clinical practice management system, allowing for effortless scheduling and appointment bookings.

Intelligent Scheduling

Our AI assistant can intelligently suggest available appointment times, manage cancellations and rescheduling, and reduce no-shows.

24/7 Availability

Patients can call and book appointments at any time, ensuring your practice is always accessible.

Automated Reminders

Sends reminders to reduce no-shows and improve attendance.

Data Security and Privacy

Ensures compliance with HIPAA regulations and protects patient data.

Real-Time Analytics

Provides insights into appointment trends and clinic performance.

Multi-Language Support

Offers services in multiple languages to cater to diverse patient bases.

Benefits of AI Scheduling

Increased Efficiency

Our AI-powered scheduling assistant can handle appointment booking, rescheduling, and confirmation calls with lightning speed, freeing up your staff to focus on providing excellent patient care.

Reduced No-Shows

By automating appointment reminders and confirmations, our software helps ensure patients keep their scheduled visits, minimizing costly no-shows and maximizing your practice's productivity.

Staff Time Savings

The AI assistant's ability to handle routine scheduling tasks allows your clinical staff to devote more time to personalized patient interactions and other high-value activities.

Improved Patient Experience

Offers seamless scheduling and 24/7 availability, enhancing satisfaction and loyalty.

Cost Savings

Reduces staffing needs and operational costs by handling high call volumes efficiently.

Enhanced Productivity

Boosts front office efficiency by up to 95%, improving overall clinic operations.

Patient-Doctor Time Optimization

Optimizes physician schedules, increasing the number of patients seen daily.

Increased Revenue

Recovers lost revenue from missed appointments, potentially saving $26k-$182k annually.

Improved Patient Engagement

Keeps patients informed and engaged with timely follow-ups and reminders.

Streamlined Operations

Simplifies administrative tasks, reducing errors and improving workflow.

Competitive Advantage

Positions the clinic as a tech-savvy leader in patient care management.

Security and Data Privacy

Protecting Your Patients' Information

Robust Security

Our AI-powered scheduling system is built with enterprise-grade security protocols to safeguard your patients' sensitive data. SSL encryption, multi-factor authentication, and regular security audits ensure the highest levels of protection.

Data Privacy

Compliance with HIPAA and other healthcare data privacy regulations is a top priority. Your patients' personal and medical information is stored securely and never shared without their explicit consent.

PIPEDA and Regional Compliance

Meets the stringent data privacy requirements of Canada's PIPEDA, including:
- Provincial regulations like PHIPA, PIPA, HIA, PHIA, and PHIPAA.
- Specific compliance for Quebec’s TGV (Travailleur Général Virtuel) standards.

Pricing & Packages

Options to Suit Your Practice

Free Month On Us

Try our platform free for the first month of usage. Risk-free trial to experience the full benefits of our AI assistant.

Affordable Rates

Our pricing is designed to be accessible for medical practices of all sizes, with flexible package options that scale with your needs.

Customizable Platform and Plan

Choose the plan that best fits your practice's unique scheduling and call volume requirements.

Support

Frequently asked questions

Everything you need to know about the product and billing. Can’t find the answer you’re looking for? Please chat to our team.

How does this differ from a regular answering service or virtual receptionist?

InstaClinic's AI understands medical terminology, integrates directly with your EMR/PMS, and handles complex scheduling logic - all while sounding completely human. It's not just answering calls; it's actively managing your practice's scheduling workflow 24/7.

How long does it take to implement?

Setup takes less than 24 hours. We integrate directly with your existing practice management software, requiring minimal staff training or workflow changes.

How much ROI can I expect?

Based on current client data, practices typically recover $131K-$386K annually in previously lost revenue from missed calls and no-shows, while saving 4+ hours daily in staff time.

What if patients don't want to talk to an AI?

Our AI assistant sounds completely natural and handles conversations smoothly. Most patients don't realize they're speaking with AI. If a patient specifically requests human assistance, calls can be routed to your staff.

What happens during power outages or system downtime?

Our cloud-based system has 99.9% uptime with redundant backups. Even if your local systems are down, the AI can continue taking calls and sync appointments once connection is restored.

What if patients prefer speaking to humans?

Most patients don’t realize they are speaking with AI, thanks to its natural voice and responsiveness.
However, for patients who explicitly prefer human interaction, the system can route calls to your staff, ensuring their preferences are respected. This way, your practice combines the efficiency of AI with the personal touch of human care.

Does AI compromise patient relationships?

On the contrary, our AI enhances patient relationships by reducing wait times, improving accessibility, and ensuring no call goes unanswered. By automating routine tasks like scheduling and reminders, your staff has more time to focus on personalized care and meaningful patient interactions. Patients benefit from 24/7 availability and efficient communication, leading to higher satisfaction and loyalty.

What about HIPAA and PIPEDA compliance as well as patient data security?

Our platform is fully HIPAA-compliant with enterprise-grade security protocols, including SSL encryption and multi-factor authentication. All patient data is encrypted and stored securely within your existing EMR system. We also meet the stringent data privacy requirements of Canada's PIPEDA, including:
- Provincial regulations like PHIPA, PIPA, HIA, PHIA, and PHIPAA.
- Specific compliance for Quebec’s TGV (Travailleur Général Virtuel) standards.

What happens if the AI makes a scheduling mistake?

The AI is designed with built-in fail-safes and validation checks. However, you maintain full control through your practice management system and can adjust any appointments as needed. We also offer 24/7 technical support.

Will this replace my front desk staff?

No - it empowers your staff by handling routine scheduling tasks, allowing them to focus on higher-value activities like patient care and complex administrative work that requires human touch.

How does pricing work?

We offer flexible pricing based on your clinic's call volume and needs. Your first month is free to ensure it's the right fit, with no long-term commitment required.

How does this increase my practice's value?

Beyond immediate revenue recovery, implementing AI technology can increase your practice's valuation by 2-3x when dealing with private equity firms, as tech-enabled practices command higher multiples (6-8x EBITDA vs 3-4x for traditional practices).

How adaptable is it to unique workflows?

InstaClinic AI is highly customizable and integrates seamlessly with your existing EMR/PMS systems. During setup, we configure the AI to align with your clinic’s unique scheduling policies, appointment types, and priorities.