AI Front Desk for Medical Practices: Answer Insurance Questions, Book and Confirm Around the Clock

Monday, 8:02 a.m.

The practice opened two minutes ago. The phone has rung eleven times. The portal has 63 unread messages from the weekend. Four patients are waiting to check in. One asks if her lab results are back. Another says he was on hold for 40 minutes last week.

And two front desk staff try to handle the counter, the phone and the messages at once.

The front desk is your front door, and it is jammed

Patients form an impression of your practice long before they meet the physician. It comes from how long it took to get through, how clear the information was and how easy it was to book. A practice can have excellent doctors and still be known as "the one that never picks up".

The questions that eat the day

Which insurance plans you accept. Self-pay prices. Availability by specialty. Referrals and prior authorizations. Test preparation. Directions and parking. Results. Rescheduling.

Legitimate questions, mostly with standard answers, consuming hours from a team that should be caring for the people in the waiting room.

Try this diagnosis

How long does a patient wait for a first reply? How many calls go unanswered each day? What share of conversations are repeated questions? How many patients give up because they could not reach you?

The Ímpetus AI Front Desk

An AI that answers calls, website chat and texts 24/7, with information and rules your practice approved.

Insurance: plans accepted by specialty and service, and what to bring. Self-pay pricing when the practice authorizes it. Scheduling: offers times and books when the integration allows, or holds a slot for staff to confirm. Test preparation instructions approved by your clinical team. Confirmations and rescheduling in the same conversation. Documents: receives photos of insurance cards and referrals for staff to review. Escalation: results, clinical questions, complaints and sensitive situations go to your team.

Clinical safety

The AI does not give medical advice, diagnose or interpret results. If a patient describes an emergency, it tells them to call 911 or go to the nearest emergency room, per your protocol, and alerts your team.

Privacy

As HIPAA requires, we sign a Business Associate Agreement (BAA) with your practice, only use vendors that sign BAAs with us and minimize the health information the AI collects.

What the US market charges

Agencies that build multi-agent voice and chat systems typically charge $5,000 to $25,000 to set up and $1,000 to $3,000 a month, according to Ciela's 2026 guide. A full-time front desk employee costs roughly $40,000 to $58,000 a year with benefits.

The Ímpetus offer

Setup: $7,500 Operation: $990 a month

About half of the typical agency range. Phone, messaging and AI usage are billed by volume, and EHR integration fees charged by vendors are separate.

Why spots are limited

The knowledge base must be built and validated carefully, so we start only a few practices per month.

Frequently asked questions

Can the AI give medical advice?+

No. It never gives clinical guidance and directs urgent situations to emergency care.

Can it check insurance eligibility?+

It tells patients which plans and services you accept. Eligibility checks stay with your staff or existing tools.

Does it integrate with my EHR?+

It depends on the EHR and available integrations. Without integration, it holds slots for staff to confirm.

How long does setup take?+

Usually four to six weeks.

What does it cost to keep the front desk overloaded?

Every unanswered call may be a patient who booked elsewhere. Every message answered the next day may be a lost visit. And every overwhelmed staff member is a risk of rushed interactions, bad reviews and turnover.