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AI receptionist · Configured call coverage

Give missed and overflow calls a clear next step.

Magic Receptionist is an AI receptionist for medical practices. It handles the call paths and coverage windows you configure, captures approved caller context, and leaves your team a usable next step. Exact routing, notifications, booking actions, and integrations depend on the workflow actually enabled.

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/medical

Tuned for the practice intake call.

This hub explains how an AI receptionist can collect approved caller and appointment-request context for a medical practice while keeping clinical, urgent, and regulated questions inside the configured escalation boundary. Exact routing, notifications, booking actions, integrations, and PHI handling depend on the workflow and written terms actually in place. HIPAA-aware does not mean automatically HIPAA-compliant in every deployment.

Five ways service businesses use Magic Receptionist

Don't replace your front desk. Cover the gaps.

Pick the deployment that fits your business. Forwarding, scripts, notifications, and launch checks are configured for the workflow you approve before activation.

Rollover when busy

Route configured overflow calls to the receptionist when your team cannot pick up.

Useful when the immediate problem is missed-call coverage during busy periods.

Your existing phone line stays in place. A configured forwarding or overflow path can send unanswered calls to Magic Receptionist, where the caller can provide approved intake details and the next step they are asking for. Exact forwarding conditions, notifications, and downstream actions depend on the workflow you approve.

Read the implementation guide →

After-hours only

Use the receptionist during the coverage window you configure outside normal hours.

Useful when callers need a structured intake path after the front desk closes.

A configured after-hours call path can collect approved caller, vehicle, damage, drivability, carrier, or other workflow-specific context and leave your team a clear next step. Coverage times, escalation rules, and notifications are confirmed before activation rather than assumed from this example.

Read the implementation guide →

Weekend coverage

Collect structured weekend call context without promising a specific booking or dispatch action.

Useful when weekend callers would otherwise reach a closed greeting or voicemail.

A weekend call path can capture the information your team wants to review and the caller's requested next step. Booking, photo requests, SMS, on-call escalation, and integrations happen only when those actions are explicitly configured and available for the selected workflow.

Read the implementation guide →

Campaign call intake

Use a configured campaign call path to capture source and qualification context.

Useful when paid or tracked calls need consistent intake and source context for follow-up.

A campaign-specific number or routing path can be configured with approved qualification questions and source context. The receptionist can capture caller details and a requested next step for your team. Exact attribution, notifications, webhook delivery, CRM handling, and conversion work depend on the current plan and configured integrations; no conversion rate is promised.

Read the implementation guide →

Before-hours + after-hours

Cover configured windows on either side of your normal schedule.

Useful when you want a consistent intake path before opening or after close.

Your team can keep its normal daytime call handling while Magic Receptionist covers the specific outside-hours windows you approve. The receptionist captures approved context and the requested next step; exact routing, escalation, notifications, and downstream actions are configured separately.

Read the implementation guide →

Not sure which fits? — outbound callback delivery is currently unavailable.

How it works

A controlled path from inbound call to the business's configured next step.

Magic Receptionist does not assume every business has the same booking, transfer, SMS, CRM, or escalation setup. The operating path is verified during onboarding and changed deliberately.

  1. 01

    Caller reaches the AI path

    The receptionist answers when the business's configured forwarding, coverage, or direct-number path sends the call to Magic Receptionist.

  2. 02

    AI captures the reason

    It follows the configured intake, asks the approved questions, and records caller context without inventing business facts.

  3. 03

    Requested next step is recorded

    Booking, callback, transfer, or other next-step requests are handled only through the workflows the business has actually configured.

  4. 04

    The team gets the configured handoff

    Structured call results, email, SMS, webhook, or other downstream delivery happens only where that destination and channel are configured and verified.

Missed-call calculator

What are missed calls actually costing you?

Your phone rings. Nobody picks up. Use your own call volume, missed-call estimate, job value, and conversion assumption to model the opportunity you may be leaving on the table.

Calls per week 120
% of calls you miss 22%

Use your own estimate for the share of inbound calls your team does not answer.

Average job value $400

Medical visit/procedure average. Adjust the slider to your real average ticket.

Missed callers who would have converted 20%

20% is an illustrative starting point, not an industry benchmark. Adjust it to your own experience.

Estimated annual missed-call value

—

This is an estimate based on the values you enter, not a prediction of actual revenue, recovered jobs, answer-rate improvement, or ROI.

See current pricing

Illustrative call flow

See the shape of an intake conversation. Sample scenarios, not customer proof.

These fictional examples illustrate the kinds of caller context and requested next steps Magic Receptionist can capture when the corresponding business rules are configured.

Fictional sample transcripts and outcomes. Names, locations, and scenarios are illustrative. Real transcript proof must use an authorized opt-in source and full PII redaction before publication.

Before · After

Same kind of call. Two different handling paths.

Illustrative workflow only — not customer proof or a guarantee of pickup, booking, notification, retention, or revenue.

Without Magic Receptionist

Illustrative after-hours medical-practice call.

  1. 7:42pm A patient calls while the normal front desk is unavailable.
  2. 7:42pm The current phone path sends the call to voicemail.
  3. 7:43pm The message may not include the approved non-clinical context the practice needs for follow-up.
  4. Next staffed window Practice staff review the missed call and decide the appropriate next step.

Result: Illustrative gap: the team may have to reconstruct missing context from a missed call.

With Magic Receptionist

Illustrative after-hours medical-practice call.

  1. 7:42pm A patient reaches the configured receptionist coverage path.
  2. 7:43pm The receptionist collects only the approved intake context for that workflow.
  3. 7:44pm Clinical, urgent, or regulated questions outside scope are deferred to the practice or configured escalation path.
  4. Next step Practice staff can review the captured context through the enabled handoff; PHI handling requires the appropriate configuration and written authority.

Result: Illustrative handoff: approved caller context and the requested next step are available for team review.

Pricing

Three Magic Receptionist plans. Separate campaign and workflow options.

Compare the current plan structure and checkout terms. Coverage windows, routing, notifications, booking actions, reporting, and integrations depend on the workflow actually configured for the business.

Agency or multi-shop operator? See the partner program for current partner options.

Base plan

Full receptionist service

Your business phone that actually answers. One AI receptionist answers inbound calls, records appointment requests or callback messages, and emails you the result.

See current pricing on the pricing page.

Solo operators and small businesses that need every inbound caller answered without managed setup.

  • 1 business/location · 1 AI receptionist
  • Inbound call answering
  • Backend appointment-request booking
  • Caller name, phone, reason, message, urgency context, and callback preference
  • Email notification after every captured result
  • Call history, transcript, and usage tracking
  • 50 minutes / month included
  • $0.40 / minute overage
  • Self-service signup and automatic provisioning
Start for $20/mo →

Receptionist

Full receptionist service

Fuller Receptionist service for the call paths and coverage windows configured for the business.

See current pricing on the pricing page.

Businesses that need the fuller Receptionist service around approved facts, intake, and next-step handling.

  • 1 location · 1 AI receptionist
  • Configured inbound call answering and approved intake
  • After-hours or overflow coverage when configured
  • Email notifications only for events enabled in the workflow; SMS is a separate configured add-on
  • 3,000-minute monthly reasonable-use level
  • Service review above the level with no automatic per-minute overage or call cutoff
  • Ongoing service configuration and tuning within the supported Receptionist service
  • Initial setup: self-service $0 or optional Aura setup $997 one time per location
Start $595/mo →

Lead Engine

Receptionist coverage plus additional lead-tracking and reporting workflows when the required sources and configuration are enabled.

See current pricing on the pricing page.

Businesses that need additional lead context and reporting after the receptionist workflow is established.

  • Everything in Receptionist
  • Source and call tracking when configured
  • Lead-priority fields when configured
  • Attribution and reporting only for connected, verified data sources
  • 5,000-minute monthly reasonable-use level
  • Service review above the level with no automatic per-minute overage or call cutoff
  • Initial setup: self-service $0 or optional Aura setup $997 one time per location
Upgrade to Lead Engine →

Optional campaign product

Ad Agent is a separate campaign product for configured paid-ad call paths. It is not one of the three Magic Receptionist plan levels.

Ad Agent

A separate AI call path for configured ad campaigns, with usage and downstream actions governed by the enabled workflow and current plan terms.

See current pricing on the pricing page.

  • Dedicated phone numbers can be scoped to configured ad campaigns
  • Approved intake and lead context for configured ad call paths
  • $1 per qualifying call; qualifying-call rules follow the approved billing contract
  • Standalone or bundle eligibility follows the current approved product policy
  • Notifications and downstream routing only when configured and verified
Add Ad Agent →

Businesses evaluating a separate configured call path for paid-campaign traffic.

Usage: Base uses included minutes plus metered usage after the included amount. Receptionist and Lead Engine use monthly reasonable-use levels; reaching a level triggers service review rather than an automatic per-minute charge or call cutoff. See current plan details or read the Acceptable Use Policy.

Optional paid add-on

CRM Connector

Send Magic Receptionist events to your existing system through a verified webhook or Zapier-compatible connection. Native CRM adapters are added only after they are implemented and verified.

See current pricing

  • Send supported lead, call, appointment, and callback events to a configured HTTPS endpoint
  • Zapier Catch Hook and custom HTTPS webhook are the current supported connection paths
  • Supported self-service connection setup is $0
  • Optional managed setup is $997 one time when Magic Receptionist / Aura configures the connection
  • Native CRM adapters remain requestable until implemented and verified
See CRM connection options →

Shops that want verified Magic Receptionist events delivered into an existing workflow without pretending an unbuilt native adapter is live.

Included where supported

Reporting & Notifications

Reporting and email notifications are available according to the events, data sources, and cadence configured for the tenant.

Included

  • Email notifications for configured call or lead events
  • Summary cadence can be configured for the workflow
  • Report contents depend on the data sources and fields actually enabled
  • SMS notifications are separate and only active when configured

Teams that want configured call and lead evidence delivered on an agreed cadence.

Usage-based add-on

SMS Notifications

Optional SMS notifications for configured events when SMS is enabled for the tenant.

See current pricing

  • Owner alerts for configured call or lead events
  • Caller confirmations only for configured workflows
  • Recipient and event selection are configured per tenant
  • SMS remains inactive until the required workflow and consent settings are enabled

Teams that need optional mobile alerts for specific configured events.

Why Magic Receptionist is different

AI quality

Built around the actual call workflow.

Voice, prompt, routing and QA can be tuned to the business rather than hidden behind an uninspectable claim.

Connections

Verified connection paths first.

HTTPS webhook and Zapier-compatible delivery are the current connection paths. Native CRM adapters are labeled planned or requestable until each one is implemented and runtime-verified.

What practice managers ask

Long-form answers to the questions you actually have.

Pricing fits on a card; the rest doesn't. Real questions, real answers — the kind you'd ask another practice manager who already runs this.

How is this different from a medical answering service?

A traditional answering service may primarily take a message. Magic Receptionist can follow a configured medical practice intake workflow and return structured context to your team, so the next action is clearer. The configured script, available integrations, and human escalation path determine how far each call can go; some calls will still need a person to complete the next step.

What happens during a flu-season Monday morning when 20 calls hit at once?

During peak periods, the configured voice setup can handle concurrent calls within its provider and account limits. Capacity depends on the deployed configuration rather than an unlimited-call promise. Each completed call can collect the approved intake fields and leave structured follow-up context for your team.

How does it handle insurance verification questions?

The receptionist can collect insurance information and use practice-approved intake guidance. It should not promise live eligibility, deductible, copay, prior-authorization, or network-status results unless an explicitly configured and verified source supports that answer. Questions outside the configured data should become a follow-up task for the practice.

Will it sound robotic to patients who already feel sick?

Voice tone and script behavior are configured for the business and should be tested before launch. The assistant can disclose that it is an AI assistant, follow the approved intake flow, and hand off or create a callback path when a conversation is sensitive or outside scope. We do not rely on unsupported claims about caller preference or satisfaction.

Can I keep my existing phone system, or do I have to migrate?

In many setups you can keep the existing business number and system by using a supported forwarding or routing configuration, but the exact method depends on the carrier or phone platform and must be verified during setup. Your existing CRM, PMS, dispatch, or case-management system remains in place unless a specific integration has been configured and tested.

FAQ

What practice managers ask before they sign up.

The 8 questions we hear most. Pricing, setup, HIPAA / BAA scope, security — all answered up front.

What is Magic Receptionist for medical practices?

Magic Receptionist is an AI receptionist for medical practices. It can answer the configured phone path, collect caller contact details, reason for calling, appointment-request context, and other fields the practice has approved for the configured workflow, and give your team structured context for follow-up. Exact routing, notifications, booking actions, and integrations depend on the plan and workflow that are actually configured.

How much does it cost?

See /pricing for the plans and prices currently offered. Checkout availability, billing cadence, included usage, and usage rules are determined by the plan that is actually available at checkout. Reseller, multi-location, unusual-integration, and other non-standard requirements may use a separate fit review or written terms.

How long does setup take?

Setup depends on the selected plan, phone routing, and the workflow you want configured. We confirm the business details, intake fields, call path, and escalation rules, then verify the configured flow before you rely on it. No specific go-live time is promised unless it is stated in current written terms for your setup.

Which calls does the AI handle vs my front desk?

Magic Receptionist handles the call types and coverage windows configured for your medical practice workflow. It can collect approved intake details and leave a clear next step for your team. Calls involving clinical, urgent, or regulated questions outside the configured workflow, or callers who need a person, should follow the callback or escalation path configured for that tenant.

Is it HIPAA-compliant?

Magic Receptionist should be described as supporting HIPAA-aware workflows, not as automatically HIPAA-compliant in every deployment. A medical workflow that will handle PHI requires the appropriate configuration, acceptable-use scope, and BAA or other required written agreement before PHI is routed through it.

What integrations does it support?

Available connections depend on the selected plan and configured setup. The current product supports verified HTTPS webhook delivery and a Zapier-compatible webhook path for supported events, and applicable plans can use email notifications. Do not assume a native third-party integration, SMS workflow, or calendar write unless it is explicitly shown as available and configured for your account.

Do I sign a long-term contract?

The current checkout and applicable service terms govern billing cadence, renewal, cancellation, and any data-retention commitments for the plan being purchased. Reseller, multi-location, and other non-standard scopes may use separate written terms. Review the billing and service terms presented for the plan you are purchasing.

Is patient call data secure?

Magic Receptionist uses authenticated access and platform security controls, but regulated-data handling is not assumed from a public page. Exact storage, retention, access, and compliance boundaries depend on the configured service and applicable written agreement. Do not route regulated data through a workflow until the required configuration and agreement have been approved.