A careful handoff.
No rushed launch.
Three steps from your current situation to a fully staffed front office. You approve everything before we answer call one.
Discover
We start with a 60-minute Discover call - your practice, your workflow, your rules. We map:
- Your practice management software and how you schedule
- Your call scripts and how you handle common situations
- Your escalation paths (what goes to the doctor immediately, what doesn't)
- Your cancellation and rebooking protocol
- Your insurance mix and verification requirements
- Your preferred communication style with patients
We leave with a draft playbook. You review it. We revise until it matches exactly how you want to run.
Onboard
Your dedicated team trains on your playbook. We set up:
- Call routing to your dedicated practice line
- PMS access with role-appropriate permissions
- Secure messaging for escalations and hand-offs
- Your reporting dashboard
We run a soft launch: your team handles calls with your oversight. You listen to recordings. You approve or adjust. When you're satisfied, we go live.
Run
We handle the front office. You get:
- Weekly Monday report: calls answered, appointments booked, tasks completed, issues flagged
- Real-time escalation alerts via your preferred channel (text, email, Slack)
- Monthly performance review with your account lead
- On-demand call recordings for any interaction
Protocol updates take one business day. If something's off, your account lead owns the fix - not a support ticket queue.
What the first 30 days look like
A week-by-week picture of the ramp period.
Discover & Build
Discovery call → playbook draft → your review → team training → system setup → soft launch
Supervised Run
Full coverage live. You spot-check recordings. Account lead holds a mid-week check-in. Adjustments applied within 24 hours.
Calibration
Refine scripts based on real call patterns. Identify edge cases. Document them in the playbook. Second check-in.
Steady State
30-day report delivered. Transition to monthly check-ins. Your account lead is available by direct message, not a ticketing system.
Questions about the process
Can I try before I fully commit?
We don't do free trials - our onboarding takes real work from both sides. But we offer month-to-month terms after the 90-day ramp, so if it's not working, you're not locked in.
What if my workflow changes mid-engagement?
We update your protocols in real time. Changes are logged in your playbook, reviewed by your account lead, and live within one business day for most updates.
How many people will be handling my practice's calls?
You get a primary team of 2 to 3 dedicated staff plus backup coverage for absence or overflow. Your account lead is your single point of contact for anything escalated.
How do I see what's happening week-to-week?
You get a weekly report every Monday covering the prior week: calls answered, appointments booked, tasks completed, issues flagged. You can also request ad hoc reports any time.
Five days from today, your front desk is covered.
Book the intro call. We'll map your workflow and show you what week one looks like.