For multi-provider clinics
An AI clinic receptionist that routes every call to the right place
Clientager answers your clinic's calls and messages, works out which department or provider the patient needs, books across calendars, and hands urgent and clinical matters to your staff.
Ready for your review in 24–48 hours
Clientager: Thank you for calling Riverside Health Clinic. I'm the clinic's AI assistant, and this call may be recorded. What can I help you with?
Customer: My GP referred me to see someone about my knee. I'm not sure who I need.
Clientager: I can help with that. Referrals for knee problems usually go to our orthopedics department. Do you have the referral letter, and which insurance do you have?
Customer: Yes, I have the letter. It's Aetna.
Clientager: Thank you. I'll text you a secure link to upload the referral letter. Orthopedics has a new-patient appointment with Dr. Lee on Wednesday at 1:40 at the north campus, or Friday at 9:00 at the main building.
Customer: Friday at the main building is better.
Clientager: You're booked with orthopedics on Friday at 9:00, main building, second floor. The referral team will confirm once the letter is received. I'll send directions and a reminder.
What Clientager did
- Appointment booked: Fri 9:00, orthopedics new patient
- Referral upload link sent; referral team notified
- Insurance details passed for verification
Quick answer
What is an AI clinic receptionist?
An AI clinic receptionist answers patient calls and messages for a multi-provider clinic. Clientager identifies what the patient needs, routes them to the right department or provider, books across multiple calendars, handles reschedules and referrals intake, and sends reminders. It never gives medical advice, and it follows your triage rules to escalate urgent concerns to staff or emergency services.
Illustrative example
Customer message
I have a referral, how do I book?
Happy to help with that. Let me check and get it sorted for you now.
Saved to the customer record
What Clientager handles for medical clinics
- Route calls by department
- Book across providers
- Capture referral details
- Manage reschedules and waitlists
Live availability
Booked · reminder scheduled
What gets missed today
Calls bounce between departments
A patient calls the main line, gets transferred to the wrong desk, then transferred again. Some give up. Others end up booked with the wrong provider.
Many calendars, one switchboard
Each provider has different visit types, hours and locations. Your call center staff need years of experience to book correctly every time.
Referrals arrive incomplete
New referrals come in by phone and email without the insurance details, referral letter or reason for visit, and staff spend days chasing what's missing.
Peak-hour overflow
Monday mornings and flu season push call volume far beyond what your team can handle, and hold times climb exactly when patients need help most.
What Clientager can handle for you
- Route calls by department
- Book across providers
- Capture referral details
- Manage reschedules and waitlists
- Send visit reminders
- Answer location and hours questions
- Escalate urgent concerns
- Handle overflow at peak times
Enquiries it handles every day
- “Which department should I see for this?”
- “I have a referral, how do I book?”
- “Can I see a different provider sooner?”
- “I need to reschedule my scan”
- “Do you take my insurance at all locations?”
- “Can I get on a waitlist for an earlier slot?”
How it works
- 01
Map your clinic
Share your departments, providers, locations, visit types, referral requirements, insurance rules and the escalation path for each kind of call.
- 02
We build the routing logic
Clientager's team configures how the agent identifies what each caller needs and where it goes, then tests it against realistic scenarios.
- 03
Your team reviews
Within 24–48 hours the setup is ready for review. Department leads check scripts and routing before you approve go-live.
- 04
Patients get directed correctly
The agent introduces itself as the clinic's AI assistant, books the right visit with the right provider, or transfers to the correct desk.
- 05
Outcomes are logged
Each call ends with a recorded outcome and summary, so department staff can pick up exactly where the agent left off.
Routing that understands your clinic
The hardest part of answering a clinic's phones isn't booking; it's working out where a call belongs. Is this a new referral or an existing patient? Pediatrics or family medicine? Imaging, lab or a specialist? Clientager is configured with your clinic's structure, so it asks the questions a skilled switchboard operator would ask and routes the caller to the right service on the first attempt.
When a call does need a person, such as billing disputes, complex referrals or a patient asking for a specific nurse, the agent transfers it to the correct desk with a summary, or schedules a callback if that desk is busy. Nobody has to explain their situation three times. Routing rules can differ by location, by time of day and by patient type, and can be updated as departments change.
Booking across providers, visit types and sites
Multi-provider clinics have complex scheduling: providers with different specialties, appointment lengths that vary by visit type, procedures that need preparation instructions, and locations with different hours. Clientager books according to those rules and can offer patients the earliest suitable slot across providers when they don't need a specific one. Patients who want a specific provider are offered that provider's next opening instead, and follow-up visits can be booked with the same clinician automatically.
It also manages waitlists. When a patient cancels, the agent can offer the slot to patients waiting for an earlier appointment with that service. Reminders include the right location, floor and preparation notes, such as fasting before certain tests, written in the wording your clinical team approves. Patients can confirm, cancel or reschedule by replying to the reminder, which keeps calendars accurate.
Triage rules your clinicians control
The agent does not triage medically. Instead, it follows a set of escalation rules your clinical leads approve. Callers describing emergency symptoms are told to contact emergency services immediately. Other urgent concerns are transferred to a triage nurse or flagged for fast callback, with the patient's details and a summary of what they reported. Escalation paths can differ by department and time of day.
This keeps clinical decisions with clinicians, while making sure urgent calls don't wait in the same queue as routine bookings. Every conversation is logged, so your team can review how calls were handled and refine the rules over time. Department leads can see which kinds of calls are escalated most often, which helps when planning staffing for busy periods and deciding where clinical time is best spent.
Frequently asked questions
How does the AI decide which department a patient needs?
We configure it with your clinic's services and the questions your switchboard staff ask, such as whether the patient is new, whether they have a referral and what the visit is for. Where the answer is unclear, the agent transfers the call to a person rather than guessing.
Can it book with multiple providers and locations?
Yes, where your scheduling system allows a connection. The agent can respect each provider's visit types, durations and locations, and offer the earliest suitable slot across providers. Connection availability is confirmed during setup; otherwise it captures structured requests for your team to book.
Does it handle referral intake?
It collects the referral source, reason for visit, insurance details and contact information, and can send a secure upload link for referral letters. Your referral team then verifies everything and confirms the appointment, with far less chasing for missing details.
Can we use it only during peak periods?
Yes. Many clinics route only overflow calls to the agent, or only after-hours calls, and keep their call center as the first line otherwise. You can change the routing as call patterns shift, such as during flu season.
Who sets the escalation rules?
Your clinical and operational leads do. We draft the rules from your current protocols, test them with realistic calls, and you approve them before go-live. Changes later go through the same review, so the agent always reflects your current policy.
What does Clientager cost for a clinic?
Plans start from $39/month, and larger clinics usually need the Growth or Scale plan because of call volume. Setup is included. See /pricing for details; prices may vary by region.
Capabilities
Related industries
Use cases
Want this for your business?
Tell us how your business works. We'll build the AI around it, test it, and have it ready for your review within 24–48 hours.