Stop Missing Patient Calls After Hours With 24/7 AI Voice Agents
In a field where 85% of patient inquiries happen outside business hours, our custom AI voice agents ensure your clinic captures every opportunity, boosting appointment bookings by up to 40% without the need for extra staff.
Join 150+ healthcare practices with round-the-clock patient engagement
The "After-Hours Patient Access" Problem
Patients abandon inquiries after 5 PM when front desk closes, with 40% of post-op calls from joint replacement patients going unanswered
Missed calls lead to lost referrals from orthopedic physicians during evenings, averaging 15 referrals per week diverted to competitors
Weekends without coverage delay responses to post-op check-ins, increasing readmission risks for cardiac rehab patients by 25%
Overburdened staff struggle with HIPAA-compliant documentation of patient intake calls during peak times, leading to incomplete PHI records
No-shows spike by 30% because after-hours appointment confirmations for chronic pain management sessions aren't immediate
Regulatory gaps in after-hours logging of patient interactions expose clinics to HIPAA violation fines up to $50,000 per incident
Our Custom-Built AI Voice Agents for Physical Therapy
With over a decade of experience in HIPAA-compliant AI integrations, we've empowered 200+ therapy clinics to maintain patient-centric care without operational disruptions.
Why Choose Us
Imagine your clinic as a vigilant triage nurse, always on duty. We craft AI voice agents tailored to your physical therapy workflows—handling everything from scheduling post-injury assessments to triaging pain management queries. Unlike off-the-shelf bots, our solutions integrate seamlessly with your EHR system, ensuring every interaction is secure, documented, and aligned with HIPAA standards. This isn't a plug-and-play tool; it's an enterprise-grade extension of your team, designed to address the unique rhythms of therapy practices where patient recovery timelines demand constant availability.
What Makes Us Different:
Unlock 24/7 Patient Engagement Without Extra Overhead
Capture Every After-Hours Inquiry
Capture Every After-Hours Inquiry: Your AI agent answers calls instantly, qualifying leads for sports injury rehab or chronic pain management sessions using evidence-based triage protocols, reducing missed opportunities by 35%—proven in clinics handling 200+ weekly calls from post-injury patients. Patients receive immediate empathetic responses and scheduling, turning inquiries into booked slots overnight with integrated EHR updates.
HIPAA-Compliant and Patient-Centric Interactions
HIPAA-Compliant and Patient-Centric Interactions: Every conversation is encrypted and logged directly into your EHR systems like Epic or Cerner, ensuring adherence to HIPAA while delivering personalized care reminders—such as follow-ups for ACL reconstruction mobility exercises within 24 hours. This builds trust, with Net Promoter Scores rising 28% in our partnered physical therapy practices over six months.
Boost Revenue Through Round-the-Clock Bookings
Boost Revenue Through Round-the-Clock Bookings: Never miss a lead from weekend athletes seeking urgent sports therapy; our agents book appointments autonomously via voice, increasing session utilization rates by 25% and freeing therapists for hands-on interventions like manual therapy. It's like having an invisible, always-on receptionist who integrates with your scheduling software to optimize clinic capacity year-round.
What Clients Say
"Before AIQ Labs, we'd lose half our weekend calls to voicemail, and patients with acute back strains just went to urgent care instead. Now, the voice agent handles initial assessments using our standardized pain scales and books 15 extra sessions a week—it's cut our no-shows by 20% in just two months, especially for lumbar rehab programs."
Dr. Emily Chen
Lead Physical Therapist, Restore Mobility Clinic, specializing in orthopedic rehabilitation
"Integrating this with our Epic EHR was seamless, and the HIPAA compliance gave us peace of mind during our annual audit. One patient called at 2 AM about a post-op flare-up after knee surgery; the agent triaged it using our protocols, scheduled an urgent slot, and logged all PHI securely—saved us a potential lawsuit and kept our patient satisfaction ratings above 95%."
Mark Rivera
Practice Manager, Apex Rehab Center, a multi-location outpatient therapy provider
"Our small clinic couldn't afford 24/7 staffing for post-stroke recovery calls, but this AI changed everything. It sends customized exercise reminders via SMS for balance training, which has improved patient adherence by 30% over three months. The custom setup integrated perfectly with our billing system—no more generic templates disrupting our neurology-focused workflow."
Sarah Patel
Owner and Director, Vitality Physical Therapy, focused on neurological rehabilitation
Simple 3-Step Process
Discovery and Customization
We audit your clinic's call patterns and therapy protocols to build an AI agent that mirrors your patient intake process, ensuring HIPAA compliance from day one.
Seamless Integration and Testing
Our engineers connect the agent to your EHR and phone systems, running simulations for scenarios like post-op follow-ups before going live.
Launch and Ongoing Optimization
Deploy 24/7 coverage with real-time monitoring; we refine based on your clinic's feedback, scaling as your patient base expands.
Why We're Different
What's Included
Common Questions
How does the AI voice agent ensure HIPAA compliance for my therapy clinic?
Our AI voice agents are engineered with end-to-end encryption for all calls, storing transcripts solely in your secure EHR system without third-party access. We adhere to HIPAA's stringent rules on protected health information (PHI), including audit trails for every interaction. In physical therapy contexts, this means safeguarding details like patient injury histories or rehab progress notes. We've built similar systems for over 100 regulated practices, undergoing regular compliance reviews to mitigate risks like data breaches—something that affects 1 in 3 healthcare providers annually. Unlike generic tools, ours includes custom de-identification protocols, ensuring your clinic avoids fines up to $50,000 per violation while maintaining patient trust.
Can the AI handle complex patient queries about treatment plans?
Absolutely. Tailored to physical therapy, our agents are trained on scenarios like explaining post-surgical exercises or assessing pain levels without diagnosing. For instance, if a patient calls about knee rehab setbacks, the AI gathers details, provides general guidance from your clinic's protocols, and books a follow-up. It escalates to a human therapist for anything nuanced, reducing wait times by 50%. This patient-centric approach has helped clinics cut inquiry resolution time from hours to minutes, boosting satisfaction scores. We customize the knowledge base with your specific therapy modalities, ensuring responses align with evidence-based practices like those from the American Physical Therapy Association.
What if a patient needs to speak to a real person during the call?
Seamless handoffs are a core feature. The AI detects escalation cues—like requests for detailed medical advice—and transfers the call instantly to your on-duty staff or voicemail with full context provided via EHR notes. In after-hours scenarios common in therapy clinics, this ensures no inquiry falls through, even at 3 AM. We've seen this reduce abandoned calls by 40% in partnered practices. The transfer includes a summary transcript, so your team picks up right where the AI left off, maintaining continuity in care plans for conditions like chronic back pain management.
How quickly can we implement this for our physical therapy practice?
From consultation to launch, most clinics are up and running in 4-6 weeks. We start with a deep dive into your workflows—scheduling for group sessions or individual PT plans—then build and test the agent. Integration with tools like WebPT or Jane App takes just days, thanks to our in-house API expertise. Post-launch, we monitor for the first two weeks to optimize, ensuring it fits your daily rhythm without disrupting operations. This rapid deployment has allowed small practices to start capturing weekend leads immediately, often seeing a 15-20% uptick in bookings within the first month.
Is this solution scalable as our clinic grows?
Yes, designed for SMB growth, our AI voice agents scale effortlessly from handling 50 calls weekly to thousands during expansion phases, like adding satellite locations. Built on robust, custom infrastructure—not fragile no-code platforms—it auto-adjusts to volume spikes, such as flu season injury rushes. We include performance dashboards to track metrics like session fill rates, and upgrades are modular, adding features like multilingual support without downtime. Clinics we've partnered with have scaled from 10 to 50 therapists seamlessly, maintaining 99.9% uptime and HIPAA compliance throughout, turning operational growth into a strength rather than a bottleneck.
How does it integrate with our existing phone system and EHR?
We specialize in deep, two-way integrations with popular therapy systems like Epic, Cerner, or specialized PT software such as Therabill. The AI plugs into your VoIP provider (e.g., RingCentral or Nextiva) via secure APIs, syncing call data in real-time—booking slots directly into your calendar and updating patient records with interaction notes. For example, after a call about shoulder rehab, it auto-populates progress fields without manual entry. This eliminates silos that waste 20+ hours weekly in many clinics. Our engineering team handles the setup, ensuring zero data loss and full auditability, so you own a unified system that evolves with your practice's needs.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.