9:47 pm. A new patient texts and gets booked that night.
Today a late text waits until morning, and by then the patient may have called another office. The assistant answers in seconds, knows your services, both offices and the insurance you take, and books into your real schedule.
Phone calls too: it can pick up when the front desk is busy or closed, and hand the call to a person when someone asks.
Medical questions go to your staff. The assistant books visits and handles logistics. It never gives clinical advice.
Paperwork done before they walk in.
The intake form arrives on the patient's phone. They snap their insurance card, coverage is checked ahead of time where your software allows it, and a reminder with directions goes out the day before. Your front desk starts the visit instead of chasing clipboards.
Fewer empty slots: when someone cancels, the assistant offers the time to the next patient who wanted an earlier visit.
Happy patients asked for a review the same day.
You already have 230+ Google reviews. A short text after each visit keeps them coming, and it only asks patients who say the visit went well. Anyone unhappy goes straight to your office manager instead.
Patients stay on their plan: if someone misses a follow-up visit, or hasn't been back in six months, the assistant checks in and offers a time.
Leave a review
7:00 am. One text tells you how both offices are doing.
New patient requests, how many booked, what needs you, and today's schedule across Nanuet and Yonkers. Reply by text or voice and the assistant takes care of the rest.
Nothing to log into. It comes to the phone you already carry.
Yesterday: 11 new patient requests, 9 booked (Nanuet 6, Yonkers 3). 2 vein questions went to Dr. Aziz's schedule.
Needs you: 1 billing question.
Today: 34 visits across both offices. Open: Nanuet 3:00.
More patients, without a call center.
You don't need cold callers to fill your schedule. Patients come from Google, your website and word of mouth, and the assistant makes sure none of them slip through.
Groups, by email: the Empire Plan covers teachers, police and county employees. We can write to the school districts, unions and local employers who decide on wellness days and health fairs, the kind of on-site work you did at Morgan Stanley. You approve every message before it goes.
Your videos, every week: your 12 YouTube videos become short clips and posts for Facebook and Instagram, scheduled ahead.
Safe by design.
Booking, not medicine
The assistant handles scheduling, forms, reminders and questions about hours and insurance. Anything clinical goes to your staff.
Patient details protected
Texting, phone answering, forms and records run only on services that sign a HIPAA business associate agreement (BAA) with the practice. Your morning summary carries counts, never patient names.
Your accounts, your data
Everything runs on accounts in the practice's name. If you ever stop, it all stays with you.
Your team approves first
For the first two weeks nothing goes out without a tap from your front desk. You widen it only when you're comfortable.
The first 30 days.
Shadow and audit: we sit with your front desk and map a normal week at both offices, calls, missed calls, texts and bookings. That's the baseline.
Texts and website requests get answered and booked. Your front desk approves each reply.
Reminders, review requests and your 7:00 am summary go live.
We compare against week 1, then pick the next step: phone answering, group outreach or your videos.
What we'd need from you.
- Your scheduling softwareThe system each office books in, so the assistant can see open times and book into them.
- Your phone setupWhich number patients should call, who provides your phone service, and whether missed calls can forward.
- One normal week of numbersCalls, missed calls and new patient bookings at both offices. That's the baseline.
- The answers patients should hearHours for Nanuet and Yonkers, the insurance you take, new patient offers and your common questions.
- One person to approveSomeone at the front desk who okays replies during the first two weeks.
- A signed BAAWith each service that handles patient details, before any patient data moves.
Next step
A 20-minute look at your phone log and schedule, so we know how many patients reach you after hours today and can measure what changes.