24/7 call answering
Every call picked up on the first ring, in a voice you approved. After-hours and overflow go live first, then full-day coverage once the transcripts are clean.
Physician owned practices / primary care and in home
Voicemail is
costing you
patients.
Your phone is not.
PingPAL is a HIPAA compliant AI voice agent that answers every inbound call on the first ring, day and night, books the visit straight into your EHR, and proves the recovered revenue in your own numbers.
Book the free audit
Week 0, no cost, no obligation. The report is yours either way.
- BAA signed before we go live
- Writes into your EHR
- Zero downtime number port
00:00
PingPAL
Good evening, thanks for calling. This is the practice's automated line and I can book, move, or take a message. Who am I speaking with?
00:06
Caller
It's Maria Flores. I need to get in to see somebody this week.
00:11
PingPAL
Thank you, Maria. Can you confirm your date of birth for me?
00:15
Caller
April second, nineteen forty.
00:19
PingPAL
Got you. I have Thursday at 10:20 in the morning, or Friday at 2:00. Which suits you better?
Identity verified
Written to EHR: Thu 10:20
SMS confirmation: sent
Illustrative transcript. Synthetic patient.
- First ring
- Every inbound call, 24 hours a day
- Twelve weeks
- Audit to first written ROI report
- BAA first
- Signed before anything touches PHI
- Staff only
- Controlled substances never reach the agent
The problem
A missed call does not show up on a report.
It shows up months later as a schedule that never quite fills and a revenue line that never quite explains itself.
Practices miss calls after hours, during the lunch rush, and whenever both lines are busy and the front desk is already three deep. The calls missed after hours are often the highest-intent of the day. Somebody has decided, at 8pm, that this is the week they finally get seen.
Every unanswered ring is a patient who books somewhere else. And it is a patient you usually already paid to acquire, through referral relationships, through marketing spend, through years of reputation in the community.
The phone is the front door of the practice, and most days nobody is standing at it.
Your phone is the most under-managed revenue channel you own. Not because anyone is doing a bad job, but because the front desk cannot answer a second line while it is checking in a patient in front of them, and it cannot answer at all once the lights are off.
Where the calls go
- After hoursThe highest-intent calls of the day reach a recorded greeting.
- Lunch rushOne person covering the desk, the phone, and the waiting room.
- Both lines busyThe second caller hears a busy tone or rolls to voicemail.
- WeekendsTwo days of accumulated intent, cooling.
- Refill callsRoutine requests occupying the person who should be booking visits.
- Dormant listPatients who would come back if anybody called them.
The audit math
Price the leak before you spend a dollar.
The whole pitch resolves to one honest calculation. Move the three inputs to match your practice. In Week 0 we replace every one of them with your real numbers, measured on your real line, at no cost.
missed calls / mo × booking rate × avg. visit value = revenue walking out the door
220
20800
35%
5%80%
$260
$60$900
Modelled loss, per month
Per year
77 visits a month that never got on the schedule.
This is a model, not a claim. It is arithmetic on inputs you control, shown here so you can sanity-check the order of magnitude before you talk to anyone. The only number that matters is the one the audit produces from your own line. If it comes back small, we will tell you so, and you should not hire us.
Get this number for real
Three windows over three days on your published line. Every unanswered ring, voicemail, and hold logged with a timestamp.
What PingPAL does
One voice agent, the whole front desk.
Not an answering service taking messages for somebody else to action tomorrow. It finishes the job on the call.
Scheduling and rescheduling
Books, moves, and confirms visits by type, then writes the appointment straight into your EHR on a proven live connection. Not a shadow calendar somebody reconciles later.
Prescription refill triage
Verifies identity, captures the request, and routes it to the right place, so the desk is not spending its morning on calls that were never going to become visits.
Controlled substances → staff, alwaysNew patient intake
Collects and structures intake around how your practice actually runs, with the escalation rules you set. The record is complete before the first visit.
Confirmations and reminders
SMS sequences built for every visit type, on a 14, 7, and 1-day cadence. Fewer no-shows, and nobody on staff chasing them by hand.
Patient reactivation
Outbound campaigns against your dormant patient list on a concurrency-capped dialer, booking visits from patients you have already earned once.
Revenue from patients you already haveStaff watch it all from a live operations dashboard. Patients confirm, reschedule, and handle refills in a patient portal. Both are running today, and you can open them from this page.
Operations dashboard, for your staff
pingpaldash.myxhq.com
Patient portal, for your patients
pingpalportal.myxhq.com
Both run on sample data so you can see the product. The figures shown are not results.
See it work
What happens instead of voicemail.
A patient calls after hours. Thirty seconds, start to finish.
How it is delivered
A fixed twelve week build. Twelve meetings, zero surprises.
One thirty minute call a week, same slot, so you are never wondering where the build stands. Every stage ends with something you can point at.
-
Week 0Free
The missed call audit
- We call your published line the way a patient would, three windows over three days.
- Every ring-out, voicemail, and hold logged with a timestamp.
- We price the opportunity cost with your numbers, not an industry average.
You end with The report, yours either way, before you commit to anything. -
Weeks 1 to 3
Baseline and blueprint
- BAA signed and HIPAA infrastructure stood up before anything touches patient data.
- A 30-day baseline locked: call volume, missed rate, no-show rate.
- Call, refill, and intake scripts designed around how you actually run.
- Your custom voice built. You call it and approve it before a patient hears it.
You end with A signed baseline and a line you can call yourself. -
Weeks 4 to 6
Build and integrate
- Live EHR write-in proven on a real test booking, not a shadow calendar.
- Identity verification, refill triage, and escalation rules set.
- SMS confirmation and reminder sequences built for every visit type.
- An internal test line opens to your staff. They break it, we fix it.
You end with A working system your team has already tested. -
Weeks 7 to 9
Go live, no downtime
- Number ported on a zero-downtime cutover. No missed calls during the switch.
- After-hours and overflow go live first, then full-day once transcripts are clean.
- Daily transcript review and tuning against real patient calls.
- Staff training and escalation drills, so everyone knows what reaches them.
You end with Every call answered on the first ring, day and night. -
Weeks 10 to 12
Prove it and hand off
- Reactivation campaign launches against your dormant patient list.
- Calls captured and visits booked, measured directly against the Week 0 audit.
- First Call Intelligence and ROI report delivered in writing.
- Handoff to a managed retainer. Month to month from here.
You end with The audit number, answered with real results.
Every week, without fail: A 30 minute call, same slot, progress against the plan
Answer and Access land inside the twelve weeks. Revenue adds a few weeks for the outbound work.
The real objection
“My patients will hate talking to a machine.”
They hate voicemail more. Here is exactly what happens on the line, and what the agent refuses to do.
-
A voice you chose, and heard first
The custom voice is built and approved by the practice before a single patient hears it. Warm, unhurried, and paced for older adults and caregivers, because that is who calls.
-
It never handles what a person should
Controlled substances always route to a human on staff. No exceptions, no configuration option, no clever workaround.
-
No phone tree, no hold queue, no call center
Nobody is pressing 1 for scheduling. Nobody is reading a script off a screen in another state. The call gets answered and finished.
-
It reads its own transcripts back to you
Week 7 is daily transcript review against real calls. If it says something you would not say, it stops saying it. The tuning is part of the build, not an upsell.
Safe by design
The compliance work happens before the phone rings.
-
BAA and HIPAA infrastructure first
Signed and stood up before anything touches PHI. Not a checkbox at the end of the build.
-
Encrypted, authenticated, row level
Data flows browser to Supabase over TLS, with authentication and row-level security on every record.
-
No PHI on the web layer
This site and every public surface are static hosting only. There is nothing here for anyone to take.
-
Controlled substances route to staff
Always, without exception. The agent identifies the request and hands it to a person.
-
Patient data read from the record
The agent reads from the source of truth, never from whatever happened to be said earlier in the call.
-
Month to month after handoff
A managed retainer you can leave. The results are supposed to be what keeps you, not the contract.
Before you book
Reasonable questions.
What does the free audit actually involve on our end?
Almost nothing. We call your published line the way a patient would, across three windows over three days, and log what happens. To price it we need three figures from you: your booking rate, your average value per visit, and your inbound call volume if your phone system reports it.
Then we sit down for thirty minutes and put your numbers into the model together. You keep the report whether or not you hire us.
Will patients know they are talking to an AI?
Yes. The agent identifies itself as the practice's automated line. There is no impersonation, no invented staff name, and no pretending to be a person. In practice this lands better than the alternative, because what patients resent is not being helped, and the thing they are comparing it against is voicemail.
Does it work with our EHR?
The live write-in connection is proven on a real test booking in Weeks 4 to 6, before go-live, so you see it work on your system rather than taking it on faith. athenahealth and CareLink are in production today. Bring yours to the audit call and we will tell you honestly what the integration looks like.
What happens to our current phone number?
It ports on a zero-downtime cutover in Weeks 7 to 9. No missed calls during the switch. After-hours and overflow go live first, so the agent is only handling the calls nobody was answering anyway, and full-day coverage only turns on once the transcripts are clean.
How do we know it worked?
Because we locked a 30-day baseline in Week 1 and measured against it. Calls captured and visits booked are set directly against your own Week 0 audit, and the first Call Intelligence and ROI report is delivered in writing in Week 12, in dollars, on the page.
No industry averages. Your line, your numbers, your before and after.
What if the audit says the number is small?
Then we tell you so and you should not hire us. Practices with very low call volume or very low value per visit are a poor fit, and finding that out costs you a thirty-minute call and nothing else. We would rather say it in Week 0 than have you find out in Week 12.
Are we locked into a contract?
The build is a fixed twelve week engagement, scoped and priced up front. After the handoff it continues as a month-to-month managed retainer that you can end at any time.
The next step
We will listen to your line and tell you what it is costing you.
Thirty minutes, your real line, no obligation. We run the audit, we show you the missed call pattern, and we price it against what a booked visit is actually worth to you.
- The audit is free and the report is yours either way.
- No pitch deck. If the number is small, we say so on the call.
- BAA signed before anything touches patient data.
Or call us
(615) 285-6690
Two ways to start
Ask us to call you, or pick a time.
Leave your number and we will call you about the audit, or open the calendar and choose a slot that suits you.
Book the free auditThirty minutes, your real line, no obligation. Or call 615-285-6690.