Medreceptionist Medreceptionist Onboarding Week 1

Day 1: Account Setup & Clinic Customization (30-60 Minutes)

Your onboarding begins the moment you sign up. Here’s what happens:

1. Choose Your Plan (Starting at $29/month)

MedReceptionist offers four pricing tiers to fit different clinic sizes:

Need more? Custom plans available for high-volume clinics.

2. Clinic Profile Configuration

You’ll input:

• Clinic name, address, hours (including after-hours protocols)
• Provider names & specialties (so the AI knows who’s who)
• Services offered (e.g., "Botox injections," "sports physicals," "diabetic foot care")
• Insurance accepted (if applicable)

Example: A dermatology clinic might list:

• Services: Acne treatments, skin cancer screenings, Mohs surgery
• Providers: Dr. Smith (Board-Certified Dermatologist), PA Jones (Cosmetic Specialist)

3. Call Flow & Greeting Setup

You’ll customize:

• Main greeting (e.g., "Thank you for calling [Clinic Name]. How can we help you today?")
• After-hours message (e.g., "Our office is closed, but our AI assistant can schedule your next appointment or answer questions.")
• Call routing rules (e.g., "Press 1 for appointments, 2 for billing, 3 for urgent care")

Pro Tip: Use natural, conversational language—patients respond better to a human-like AI.

4. EHR/PMS Integration (If Applicable)

MedReceptionist integrates with major EHR/PMS systems, including:

• Athenahealth
• Epic
• NextGen
• Practice Fusion
• ChARM EHR
• Jane App
• Solutionreach
• And more (API available for custom setups)

Why this matters:

• No double data entry – Patient info auto-syncs.
• Real-time scheduling – AI checks provider availability.
• Reduced no-shows – Automated reminders pull from your EHR.

Example: A chiropractic clinic using ChARM EHR can have MedReceptionist:

• Pull open slots from the schedule.
• Book appointments directly into ChARM.
• Send confirmations via SMS/email.

If you don’t use an EHR yet, MedReceptionist has a built-in scheduling system you can use.

Day 2: AI Training & Script Refinement (1-2 Hours)

This is where MedReceptionist learns your clinic’s voice.

1. Upload FAQs & Common Patient Questions

You’ll provide:

• Frequently asked questions (e.g., "Do you take Medicare?" "What’s your cancellation policy?")
• Standard responses (e.g., "Yes, we accept Medicare. Please bring your card to your first visit.")

Example for a Podiatry Clinic:

• Q: "Do you treat plantar fasciitis?"
• A: "Yes! Dr. Lee specializes in plantar fasciitis treatments, including custom orthotics and shockwave therapy. Would you like to book an evaluation?"

2. Define Urgent vs. Non-Urgent Calls

MedReceptionist can triage calls based on keywords.

Example Rules:

• Urgent: "Chest pain," "severe allergy," "broken bone" → Immediately transfer to on-call provider.
• Non-Urgent: "Prescription refill," "appointment change" → AI handles it.

For an Urgent Care Clinic:

• If a patient says, "I think I have a UTI," the AI can:

- Check today’s availability.

- Book them in the next open slot.

- Send pre-visit instructions.

3. Test the AI with Real Scenarios

You’ll simulate calls to ensure the AI responds correctly.

Test Cases to Try:

✅ "I need to reschedule my 3 PM appointment with Dr. Chen."

✅ "What’s your policy on same-day appointments?"

✅ "I think I have strep throat—can I come in today?"

✅ "Do you offer telehealth visits?"

If the AI misinterprets something, you can adjust the script on the spot.

Day 3: Phone Number & Multi-Line Setup (30-60 Minutes)

1. Porting Your Existing Number (Or Getting a New One)

• Option 1: Port your current number (takes 24-48 hours).
• Option 2: Get a new local or toll-free number (instant).

Pro Tip: If you have multiple locations, MedReceptionist’s multi-line support (available on Professional, Clinic, and Enterprise plans) lets you:

• Assign separate numbers to each office.
• Route calls based on location, specialty, or language preference.

Example: A med spa with two locations (Downtown & Suburbs) can:

• Have two different greetings.
• Direct calls to the correct clinic’s schedule.

2. Set Up Call Forwarding Rules

You can configure:

• Time-based routing (e.g., "After 5 PM, send calls to the AI.")
• Staff overflow (e.g., "If all lines are busy, AI takes the call.")
• Emergency bypass (e.g., "If caller says ‘emergency,’ ring the on-call doctor’s cell.")

For a Family Medicine Clinic:

• 8 AM - 5 PM: Calls go to front desk first, then AI if unanswered.
• 5 PM - 8 AM: AI handles all calls, with urgent cases forwarded to the on-call nurse.

Day 4: Staff Training & Workflow Integration (1-2 Hours)

1. Train Your Team on the New System

Your staff will learn:

✔ How to access the MedReceptionist dashboard (for manual overrides).

✔ How to review AI-generated appointment bookings.

✔ How to update availability in real time.

Example Workflow for a Dermatology Clinic:

1. AI books a new patient for a skin check.
2. Staff verifies insurance & sends a welcome packet.
3. AI sends an SMS confirmation with pre-visit instructions.

2. Set Up Automated Follow-Ups

MedReceptionist can automate:

• Appointment confirmations (SMS/email).
• Reminder calls (24 hours before).
• No-show follow-ups ("We missed you! Reschedule here.").

Impact on Revenue:

• Reduces no-shows by 30-50% (industry average).
• Frees up staff from manual reminder calls.

Example for a Chiropractic Clinic:

• Before MedReceptionist: Staff spends 2 hours/day on reminder calls.
• After MedReceptionist: 0 hours—AI handles it all.

Day 5: Soft Launch & Real-World Testing

1. Run a "Shadow Mode" Test

For 24 hours, MedReceptionist listens in on calls but doesn’t take over.

• You’ll see transcripts of how it would have responded.
• Adjust any misunderstandings before full deployment.

2. Monitor First Live Calls

Once you flip the switch, the AI starts taking calls.

• Listen to recordings (available in the dashboard).
• Check for accuracy in booking, messages, and responses.

Common Early Fixes:

• Clinic-specific terminology (e.g., "Is this a ‘well-woman exam’ or ‘annual physical’?")
• Local nuances (e.g., "Do you take [Regional Insurance X]?")

Day 6: Optimization & Fine-Tuning

1. Review Call Analytics

MedReceptionist provides daily reports on:

• Call volume (peak hours, busiest days).
• Common questions (so you can refine FAQs).
• Booking conversion rate (how many callers become patients).

Example Insight:

• If 50% of after-hours calls are about prescription refills, you can:

- Add a dedicated refill request option.

- Set up auto-responses for common meds.

2. Adjust for Seasonal or Special Cases

• Flu season? Add a prompt: "We have flu shots available—would you like to schedule one?"
• Holiday hours? Update the greeting to reflect modified availability.

Day 7: Full Automation & Scaling Up

By now, MedReceptionist is handling 80-90% of routine calls without human intervention.

1. Expand to Additional Features

• Multi-language support (Spanish, Mandarin, etc.).
• Payment collection (via Stripe/PayPal integration).
• Telehealth scheduling (for virtual visits).

Example for a Med Spa:

• AI can:

- Upsell add-ons ("Would you like to add a chemical peel to your Botox appointment?")

- Collect deposits for high-demand services.

2. Plan for Growth

• Adding a new provider? Update the AI’s schedule in minutes.
• Opening a new location? Spin up a new line under the same account.

Real Results from Clinics Using MedReceptionist

Common Onboarding Questions (FAQ)

❓ How long does full setup take?

• Basic setup: 1-2 days (if you have your info ready).
• Full optimization: 7 days (as outlined above).

❓ Can I keep my existing phone number?

• Yes! Number porting takes 24-48 hours.

❓ What if the AI gets something wrong?

• You can edit responses in real time.
• Human override is always available.

❓ Do I need an EHR to use MedReceptionist?

• No. It has a built-in scheduler, but EHR integration saves time.

❓ Can I try it before committing?

• Yes! 14-day free trial (no credit card required).

Next Steps: Get Started Today

Here’s your 7-day onboarding checklist:

✅ Day 1: Sign up, choose a plan, customize clinic profile.

✅ Day 2: Train the AI with FAQs & call scripts.

✅ Day 3: Set up phone numbers & call routing.

✅ Day 4: Train staff & integrate with EHR.

✅ Day 5: Soft launch & test calls.

✅ Day 6: Optimize based on analytics.

✅ Day 7: Go fully live & scale.

Stop losing patients to missed calls and inefficient scheduling.

Try MedReceptionist free for 14 days at medreceptionist.com.