Ascension Digital Marketing: Done-for-you AI setup for your business, so you don't have to. Categories / Admin & Back-Office
Outsourced patient intake calls
Sleep apnea clinic · coordinators save at least 30 hours a month
- Task
- stop patient coordinators spending 30–45 minutes on each intake call
- Result
- coordinators now just review the completed intake after each call; at least 30 hours per month saved
- Tools
- Smith.ai (virtual receptionists for inbound and outbound calls and intake)
- Setup
- forward inbound new-patient calls to Smith.ai → receptionists run the intake script → coordinators review the intake record after each call
Send this to your AI
A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
Copy prompt
Help me set this up for my business: "Outsourced patient intake calls".
Example business: two-office sleep apnea clinic in the Denver area that moved admin staff to remote work…. Task: stop patient coordinators spending 30–45 minutes on each intake call.
Reported result: coordinators now just review the completed intake after each call; at least 30 hours per month saved
Tools: Smith.ai (virtual receptionists for inbound and outbound calls and intake)
Setup outline:
1. forward inbound new-patient calls to Smith.ai → receptionists run the intake script → coordinators review…
Starter prompt from the guide (use it as a base):
Write a phone intake script for a [sleep apnea clinic] receptionist: greeting, 8 short-answer questions to collect (name, phone, date of birth, reason for call, insurance, referral source, preferred times, urgent symptoms), what is urgent and who to transfer to, and how to end the call. Each question answerable in under 20 seconds.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/colorado-snoring-and-sleep-apnea-center-smithai-receptionists-take-pat/Step-by-step setup guide
> Cost: Paid. Live receptionists start at $300/month for 30 calls ($810 for 90, $2,100 for 300), with a 30-day money-back guarantee and no setup fee.
Honest note: This is human receptionists, not AI; the intake is scripted by you. The 30 hours a month is the clinic's own estimate (it says each intake call took coordinators 30 to 45 minutes) on a vendor page. The story dates from the COVID period, so call volume may differ. Medical intake means health information: ask Smith.ai about HIPAA compliance and a business associate agreement before sending patient details.
Prerequisites
- A Smith.ai live receptionist plan.
- Your intake questions, in order, with what counts as an urgent call.
- A BAA or equivalent, if you handle patient information.
Step-by-step setup
Step 1. Write the intake script. Smith.ai includes up to three custom short-answer intake questions; extended intake adds up to six more, and custom extended intake supports unlimited questions (each answered in under 20 seconds). Email support@smith.ai with your questions, the lead actions you want, and how qualified and unqualified callers should be handled.
Step 2. Forward your calls. Copy your Smith.ai number from your dashboard, then set call forwarding (all calls, or conditional forwarding on busy or no answer so your team answers first) in your phone provider's settings. Smith.ai has provider-specific guides and can help at support@smith.ai.
Step 3. Test and review. Place two test calls (a new patient and an existing one). Check that the intake lands in your inbox or your system, and fix wording in the script.
Step 4. Measure. Record for two weeks how long coordinators spend on intake calls now; compare after a month.
What success looks like
A test intake call arrives as a completed summary your coordinator can review, and your tracked intake minutes drop.
Common issues & fixes
- Missing intake fields: add the question to the extended intake list.
- Urgent calls: define what the receptionist transfers live.
- Health data concerns: get the BAA first.
Optional: Maintenance
- Monthly: check call counts against the plan (Starter 30, Basic 90, Pro 300).
Copy-paste prompt
Use this prompt to write the intake script.
Write a phone intake script for a [sleep apnea clinic] receptionist: greeting, 8 short-answer questions to collect (name, phone, date of birth, reason for call, insurance, referral source, preferred times, urgent symptoms), what is urgent and who to transfer to, and how to end the call. Each question answerable in under 20 seconds.Sources
- Case: Smith.ai case study (vendor page). Credit: a Denver-area sleep apnea clinic (vendor page).
- Smith.ai help: extended and custom extended intake
- Smith.ai help: single caller type playbook
- Smith.ai pricing
Industries: AI automation for Clinics & Healthcare Practices
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.