An AI receptionist for medical practices, dental offices and med spas
At 8:05 on a Monday your front desk is checking in a full waiting room, and the phone is ringing with people who want to become patients. GateKeeperAI is an AI receptionist for medical practices. It takes those calls and books the visit, and nobody sits through hold music while your staff finish a check in.
Where leads leak
Where a busy front desk loses new patients
It is built for the calls that fill your schedule: new patients, existing patients who need a visit, insurance questions, and people who found you through a referral or an ad. It asks for the reason for the visit in plain terms and stops there. It does not ask about symptoms in detail, it does not give medical advice, and anyone who describes an emergency is told to hang up and call 911.
Your staff keep doing what only they can do, the patient in front of them. The AI handles the ringing phone and writes each call into the CRM, so nobody has to decode a voicemail left at lunch.
The phone and the patient in front of you both need you
Every call your front desk takes is a patient at the window who waits. Every call they let ring is a new patient who books with the practice down the road. There is no good choice at 8am.
New patients call when you are closed
People look for a dentist or a new doctor on their lunch break and in the evening, after they finally have a minute. If they reach a recording that says to call back during office hours, many of them simply call the next result.
Voicemail turns into phone tag
A message says “please call me back about an appointment” with no insurance, no reason for the visit and a number read too fast. Your staff call back, reach voicemail, and the loop repeats for days.
Intake
Scheduling questions, not clinical ones
What the AI asks your callers
- Are you a new patient with us, or have you been seen here before?
- In a few words, what is the visit for? A checkup, a cleaning, a follow up, or a consultation?
- Which insurance carrier do you have, or will you be paying on your own?
- Do you have a preferred provider, or is the first available fine?
- What days and times work best for you?
- How did you hear about us? Was it a referral from another doctor, a friend, or something online?
- What is the best number and email for your appointment confirmation?
What lands on the lead card
- Patient name
- New or existing patient
- Reason for visit, in the caller’s own brief words
- Insurance carrier or self pay
- Preferred provider and preferred times
- Referral source
- Phone number and email
- Booked appointment, recording and transcript
On the phone
A new patient books a cleaning
Sample call. The business and the caller are fictional.
GateKeeperAI: Thank you for calling Brookside Family Dental. How can I help you today?
Caller: Hi, I just moved here and I need a new dentist. I’m due for a cleaning.
GateKeeperAI: Welcome. I can get you scheduled as a new patient. Which dental insurance do you have?
Caller: Delta Dental, through my job.
GateKeeperAI: Thanks. New patient visits here include an exam, X-rays and a cleaning. Do mornings or afternoons work better for you?
Caller: Mornings. And my coworker Dana recommended you.
GateKeeperAI: I’ll note that Dana referred you. I have Thursday the 9th at 8:30 with Dr. Patel. Would that work?
Caller: That’s perfect.
GateKeeperAI: You’re booked for Thursday the 9th at 8:30. Please bring your insurance card and arrive about fifteen minutes early for new patient paperwork.
After the call
Keeping the schedule and your reviews in order
The schedule and the calendar stay in step
Appointments the AI books show up on the Google Calendar your practice already uses, so the provider schedule and the front desk view match without anyone typing it twice.
Operate and up
Reply to every review, including the unhappy ones
Google reviews for your practice land in one inbox with a drafted reply. You edit it, keep it free of anything about the patient’s care, and post it. A calm, prompt reply is what the next person reading your reviews notices.
Operate and up
Consultations people can book at 10pm
Share a booking page for cosmetic consults, med spa services or new patient visits. People pick a time when they are thinking about it, and they get a reminder before they come in.
Operate and up
What the AI receptionist will and will not doCompare plans and pricing for your practice
Two ways to start
Keep the front desk on the phone, or give it help
CRM only
Every lead in one place
Calls ring through to you and are recorded and written up. Forms, chat and lead ads land in the same pipeline. From $40 a month.
CRM + AI Receptionist
Every call answered
The AI picks up day or night, asks your questions, books the appointment and puts it all in the CRM. From $200 a month.
Questions
Questions from practices, dental offices and med spas
Will the AI give patients medical advice?
No. It schedules and answers the practical questions you give it, like hours, location and which insurance you accept. If a caller asks a clinical question, it takes a message for your staff. If someone describes an emergency, it tells them to hang up and call 911.
Does it ask patients about their symptoms?
It asks for a brief reason for the visit, such as a cleaning, a follow up or a consult, which is what your front desk needs to book the right appointment type. It does not ask for detailed symptoms or a history. You review and approve the questions before it takes a call.
Can the AI check a patient’s insurance eligibility?
No. It records the carrier the caller gives so your staff can verify coverage before the visit. It does not connect to payers or to your practice management system.
Can a caller reach a real person at the front desk?
Yes. During the business hours you set, the AI can live transfer the call to your front desk. After hours it takes the details and books, or takes a message for the morning.
Does it work for a med spa, not just a medical office?
Yes. You write the services and the questions. A med spa might ask which treatment someone is interested in and whether they have had it before, and point anyone who wants a consult to your booking page.
Intake for accounting firms in tax seasonAfter hours calls for plumbers and HVAC crewsSee how GateKeeperAI is set up for other industries
Book new patients while the front desk is busy
On a setup call we write your scheduling questions with you and decide when calls transfer to your front desk.