The safest way to handle health information is not to hold any.
Most assistants sold to clinics promise to handle patient data carefully. Ours is built so there is nothing to handle: calls are not recorded, nothing clinical is written down, and the agent books appointments and does nothing else. Not becoming a holder of health information is cheaper and safer than becoming a compliant one.
The calls this is about
The line engaged at nine in the morning while reception is with a patient
Somebody cancelling at 7pm who will otherwise just not turn up
A caller describing symptoms to whoever picks up, because they always do
A new patient who gave up ringing and went to the practice down the road
None of these show up in a report. That is what makes them expensive.
What it will not do
The questions it refuses to answer.
Every assistant is described as careful. Here is the actual list for a clinic, because the rules are written into the code rather than asked for politely in a prompt, so publishing them costs us nothing.
“I have had this pain for two weeks, should I be seen?”
Hard stop, no matter how simple it sounds. No clinical, diagnostic, symptom, treatment or medication question is ever answered, and no opinion is given on whether somebody should be seen or how urgently. It goes to a person.
“Can you note down that I am on blood thinners?”
It will not write it down or repeat it back. If a caller volunteers a medical detail, the agent continues with scheduling only and that detail is not retained anywhere.
“Is this call being recorded?”
No. Recording is switched off entirely for clinic work, and the platform is set to keep metadata only: no transcript, no recording. The opening line does not mention recording because there is not one.
Every refusal ends the same way: it says plainly that it needs a person, and puts them through. It does not hedge, soften, or answer most of the question and stop.
Where we would start
With Communications.
Reception is the bottleneck in almost every practice, and it is a bottleneck at exactly the hours patients ring. Everything else can wait until that is fixed.
Applications
What the agents do for a clinic.
Specific work, not capabilities. These are the jobs the departments take on once they are running.
Communications
Booking and cancelling, and nothing else
The agent books, moves and cancels appointments. It works from your hours, your clinicians and your appointment types, and that is the whole job. Anything outside it is a transfer.
Communications
Structured outcomes instead of a transcript
Because nothing is recorded, reporting runs on categories rather than content: booked, cancelled, asked for a person, refusal triggered, reason for calling. You get the numbers without anyone holding what was said.
Site Care
A site that answers the questions reception repeats
Hours, parking, what to bring, which clinicians take which appointment types. Every one of those answered properly on the site is a call reception does not have to take.
Presence and reputation
Listings that match reality
Practice hours, address and details kept consistent, so a patient does not arrive at a closed door on a bank holiday and write about it.
Not a clinic?
We build custom agents and custom solutions.
These pages exist because we launched into these trades first, not because the work only fits them. Most of what we build is shaped around one business rather than picked off a list.
A custom engagement starts the same way: we learn how your business actually works, write down the facts an agent is allowed to state, and decide what it must refuse. That last part is the work. Every industry has questions where a confident wrong answer costs more than no answer at all, and finding yours is the first thing we do.
Custom websites, custom agents, custom integrations into whatever you already run. If your business is not on this site, that is not a no. It is a conversation.
Tell us what you runWhat it costs
Published, not quoted.
This is the usual shape for a clinic. Your own numbers come from the call, but they start here rather than somewhere you cannot see.
| Line | Setup | Monthly |
|---|---|---|
| Custom website | $3,750 | $350 |
| Communications, attached | $1,200 | $450 |
| Site Care | included | included |
| Lead Ledger and monthly report | included | included |
| Total | $4,950 | $800 |
Plus your own call minutes, billed to your card by the phone provider rather than through us.
What people ask.
- Is this HIPAA compliant?
- We do not claim it is, and that is deliberate. HIPAA is an organisational programme with policies, training, vendor inventories, signed agreements and audits, not a website feature, and building one runs $25,000 to $150,000. The architecture avoids needing it instead: PHI-free intake only, no recording, nothing clinical retained. If your practice genuinely requires a business associate agreement, say so on the call and we will price that properly rather than pretend it is included.
- What about PHIPA in Ontario?
- PHIPA applies whether or not HIPAA does, which is exactly why recording is off for clinic work rather than merely handled carefully. A caller can say something clinical no matter how well the agent behaves, and a recording captures it regardless of what the agent does next. There is nothing to capture it.
- How do you check quality if you do not record calls?
- Honestly, this costs us something. Weekly transcript review is part of the retainer everywhere else and cannot run the same way here. Quality assurance leans on the behavioural test suite the agent passes before going live and after every model update, plus the structured outcomes. We would rather tell you that than quietly do less.
- Can it take payment or insurance details?
- No. Nothing that would put card or insurance information through the assistant. Those go to a person or to your existing system.
Thirty minutes, and we tell you which one to fix first.
It is usually not the expensive one. If nothing we do would help your clinic, we would rather say so on the call than build you something that does not.