Custom AI — MEDICAL
AI Receptionist for Medical Practices
Custom AI — engineered for medical practices and clinics. Not a templated SaaS plan.
Patient intake is where everything backs up. New-patient calls, refill requests, specialist referrals, and language barriers all hit the same overwhelmed front desk. Aria is your front desk on the phone — first point of contact for every inbound call — so your team can focus on the patients in the building. Not overflow. Not after-hours-only.
How It Works
Five things happen on every inbound call to Aria — without your team picking up the phone.
The patient intake bottleneck
Medical front desks were never designed for the call volume they handle now. Every prescription question, prior authorization update, and referral coordination call competes with patients standing at the window. Aria takes the structured work off the phones so your staff can give the people in front of them real attention.
Calls stack at the worst times
Monday mornings, post-holiday weeks, and flu season turn the phone tree into a 12-minute hold. Patients hang up. New-patient acquisition stalls. Existing patients get frustrated.
Language barriers slow everything down
Front desk staff often work in English first. Spanish, Vietnamese, Mandarin, and Tagalog callers either get rushed through intake or are asked to call back when someone bilingual is available.
Specialty routing gets messy
Multi-specialty clinics have to route correctly the first time. A cardiology follow-up, a dermatology biopsy review, and a primary care sick visit cannot land on the same schedule by accident.
Intake forms eat clinical time
If demographics, medication list, allergies, and chief complaint aren't captured before the visit, the rooming nurse spends the first ten minutes of the encounter doing data entry.
Triage is fragile around the clock
Nurse triage lines are expensive and inconsistent. Patients with non-urgent questions still expect a same-day answer, and providers don't want to be paged for things that could wait until morning.
How Aria covers each gap
Aria is configured for your clinic's specialty mix, your scheduling rules, your provider panel, and your language needs. HIPAA-aware workflows are baked into how it handles every call.
Always-on front desk
Aria is your front desk. First point of contact for every inbound call — not overflow, not after-hours-only. Callers don't sit in a queue. They get a structured conversation that books, routes, or escalates as appropriate, around the clock.
Multi-language support
Aria handles intake in English, Spanish, and other languages you specify. The caller chooses, the conversation continues in that language, and notes are transcribed for your bilingual staff or translated into the EHR.
Specialty-aware scheduling
Aria knows which providers see which conditions, which visits require pre-auth, and which specialties have specific intake requirements. Calls land on the right schedule on the first try.
Pre-visit intake capture
Demographics, insurance, medication list, allergies, and chief complaint are captured at the time of booking. Your rooming staff opens the chart already populated.
Structured triage routing
Aria asks symptom and severity questions you define, distinguishes urgent from routine, and either schedules accordingly, routes to your nurse line, or — at your direction — pages the on-call provider with a summary.
HIPAA-aware handling
Aria is built for healthcare workflows. Patient identifiers are handled with appropriate access controls, calls are logged with privacy-aware storage, and a business associate agreement is part of the engagement.
Real call types Aria handles
Illustrative — your version is configured for your specialty mix and scheduling rules.
"I need to establish care with a primary care doctor"
Aria captures demographics and insurance, asks whether the caller has a preferred provider gender or language, checks current panel availability, and books the new-patient appointment with the appropriate intake paperwork sent ahead of time.
Aria: Thanks for calling Coastline Family Medicine. Are you looking to establish care, or are you a current patient?
Caller: Establishing. My old doctor retired.
Aria: Welcome. I can get you on Dr. Hwang's panel — she's accepting new patients and her earliest opening is next Thursday at 9:40.
"¿Aceptan pacientes nuevos?"
Aria switches to Spanish immediately, completes intake in the caller's preferred language, captures the same structured data, and writes notes back in English to the EHR — or both, depending on your team's preference.
"I need to refill my blood pressure medication"
Aria verifies patient identity, captures the medication name and pharmacy, queues a refill request for clinical review, and tells the patient when to expect confirmation. It does not authorize prescriptions — it routes them correctly so the clinical team isn't fielding refill calls all day.
"My toddler has a 102 fever and isn't keeping fluids down"
Aria runs through your pediatric triage protocol, captures temperature, duration, hydration status, and other red flags, and either books a same-day sick visit, routes to your nurse line, or — for true emergencies — directs the caller to call 911 or proceed to the ED. The decision logic is your protocol, not Aria's invention.
Aria: How long has the fever been at 102?
Caller: Since around 4am.
Aria: And is she keeping any fluids down at all — even small sips?
"My PCP referred me to dermatology"
Aria pulls the referral details, confirms insurance authorization status, books with the appropriate dermatologist, and sends pre-visit instructions including what to bring (photos of the lesion, prior biopsy reports, etc.) so the visit can be productive.
Built for medical practices
Healthcare-aware by design
Aria is built with patient privacy in mind from the first call. It knows when to escalate to a clinician, when to handle structured intake on its own, and when to step back.
Custom-built per clinic
Aria is configured to your specialties, your scheduling rules, your accepted insurance, and your triage protocols. Pricing is tailored to call volume and integrations.
Clinicians stay in control
Aria never makes clinical decisions. It routes, schedules, and captures structured information — your providers and nurses make the medical calls, always.
Figures above are illustrative ranges based on typical deployments. Actual results vary by clinic size, specialty mix, and configuration.
Frequently asked questions
Is Aria HIPAA compliant?
Aria is built with HIPAA-aware workflows — privacy-aware handling of patient identifiers, access-controlled call storage, and a business associate agreement signed as part of the engagement. We design every integration with the same privacy posture.
Can Aria really speak Spanish well?
Yes. Aria handles full intake conversations in Spanish — not phrase-book Spanish. We also support other languages frequently requested by clinics; we confirm fluency for each language at deployment scoping.
Will Aria make clinical decisions?
No. Aria captures information, runs protocol questions you define, and routes to the appropriate person or schedule. All clinical judgment stays with your providers and nurses.
Which EHRs does Aria integrate with?
Aria connects to the major EHR platforms via their supported integration APIs. Compatibility with your specific EHR is confirmed at deployment scoping before any commitment.
What about refill requests and prior auths?
Aria captures structured information and queues the request to the appropriate team. It does not approve prescriptions or authorizations — it removes the data-entry portion of the call so your clinical team can focus on the decision.
How long does deployment take?
Most medical clinic builds are live within three to six weeks, depending on specialty count, language requirements, and EHR integration scope.
What does Aria cost for a medical practice?
Aria is custom-built per clinic. Pricing reflects call volume, languages, specialties, and integration scope. We share a quote after a short discovery call — there is no public price list because no two clinics have the same operational profile.
What Aria does — and doesn't — do for medical practices
We are deliberate about scope. Honest about boundaries matters more in healthcare than in any other vertical we serve.
What Aria does
Answers calls. Captures structured intake. Verifies insurance information. Books appointments to the correct provider panel. Runs your defined triage protocol questions. Handles refill requests by routing to the right clinical team. Communicates in the caller's preferred language. Logs every conversation with a searchable transcript.
What Aria does not do
Diagnose conditions. Give medical advice. Authorize prescriptions. Approve prior authorizations. Confirm clinical urgency without your protocol logic. Decide when a patient should or shouldn't be seen. Override a nurse triage decision. Speak on behalf of a provider about a treatment plan.
The line is consistent: Aria handles structured operational work — the work that doesn't require clinical judgment. Anything that does require judgment goes to the clinician. Practices that try to push that line tend to get into trouble, and we won't help them do it.
How a typical medical deployment works
From first conversation to live answering takes most clinics three to six weeks. Here's roughly how it goes.
Engagement intake
The operation gets read end-to-end: specialties, provider panel, scheduling rules, top call types, current pain points.
What gets delivered
Aria configured to your intake flows, triage protocols, language requirements, and EHR integration. You review the conversation design before anything goes live.
Production deployment
Aria starts on a defined slice — one specialty or one location — then graduates to the full front desk. Adjustments happen in the same week.
Live operation
Once initial coverage is clean, Aria expands to full scope. Your team gets weekly call quality reports and a direct line to engineering for ongoing tuning.
Ongoing
Specialties change, providers join and leave, protocols evolve. We update Aria as your clinic changes — without you having to learn a new system.
Reporting
You see exactly what Aria handled, what was booked, what was routed, and which calls flagged for human review. No black box.
Contact
Take the queue off your front desk
See exactly how Aria would handle your clinic's call volume — with your specialties, your languages, and your triage protocols. The first conversation is on us.