AI Medical Receptionist for Clinics
Your 24/7 medical AI receptionist answers every call, schedules appointments, handles prescription refills, verifies insurance, routes emergencies, and collects patient intake. So, your clinical staff can focus on patient care instead of managing phones. Welco ensures no call goes unanswered, reduces missed appointments, and improves patient satisfaction—24/7, 365 days a year.
Designed for busy medical practices, clinics, and healthcare providers, Welco manages your front desk seamlessly, frees staff from phone interruptions, and helps you recover lost revenue.
Every Unanswered Call Costs Patients—and Revenue
Medical practices lose a substantial amount of revenue while staff are overwhelmed by administrative tasks that divert their attention away from patient care.
Nearly Half of Patient Calls Go Unanswered
Many calls during business hours hit voicemail, causing missed new appointments, prescription refills, and insurance queries—lost to competitors who answer immediately.
Most Patients Still Book Appointments by Phone
Patients typically call to book appointments, rather than using online portals. Every unanswered call risks losing that appointment. With average practice missing 140 calls daily, that’s potential $45,000 in daily lost revenue.
Staff Spend Excessive Hours on Administrative Tasks
Front desk teams handle phones, billing, insurance verification, and appointment scheduling, which pulls clinical staff away from patient care and increases burnout risk.
How Welco’s AI Phone Answering Service for Clinics Works
Answers Every Call 24/7, Including After-Hours Emergencies
Two AM calls from laboring mothers, pediatric fevers, chest pain, medication questions—all answered immediately. Traditional medical answering services often fail to take messages or miss calls entirely. Welco captures patient information, recognizes emergency keywords, and transfers critical calls to on-call providers with complete context. Routine requests collected for morning callback.
HIPAA-Compliant AI Receptionist with Full Call Recording and Transcripts
Every conversation is automatically recorded, transcribed, and encrypted for your security. Search transcripts for specific medications, symptoms, or patient names months later. Sentiment analysis flags callers who are frustrated for follow-up. Complete audit trail for compliance, liability protection, and quality assurance. Export call logs as CSV for billing documentation or medical record integration.
Collects Complete Patient Intake Forms During Initial Call
Chief complaint, symptom duration, current medications, allergies, insurance details, and pharmacy preferences were gathered conversationally before the appointment. Medical assistants receive structured forms with all information pre-populated—no clipboard paperwork in the waiting room. Patients arrive with intake complete. Physicians review history before walking into the exam room. Eliminates redundant questioning, improves visit efficiency.
Serves Patients in Multiple Languages with Automatic Detection
Spanish, Mandarin, Vietnamese, Arabic, Russian, Tagalog detected automatically—no button pressing required. Expands reach to underserved immigrant communities. Collects intake information in the patient’s preferred language and provides appointment instructions clearly. Eliminates the need for translation services or family member interpreters during scheduling calls.
Get Started with Your AI Medical Receptionist in 15 Minutes
01
Quick Setup
Sign up, get your dedicated phone number, select AI voice, add practice specialties, office hours, insurance details, and patient intake forms. Enable HIPAA-compliant call recording for full security.
02
Train Your Digital Receptionist
Upload protocols, prescription refill policies, emergency keywords, lab prep instructions, fee schedules, and provider transfer numbers. Connect your scheduling system for seamless appointment booking.
03
Launch and Optimize
Place test calls to verify emergency routing, insurance verification, and refill collection. Once everything works perfectly, activate your AI receptionist to start handling patient calls the same day.
For Medical Practices That Cannot Afford to Miss a Call
Welco works for busy clinics, multi-provider practices, hospitals, and healthcare providers who want to capture every patient call, reduce missed appointments, and ensure HIPAA-compliant care while letting clinical staff focus on patient care.
Turn Phone Chaos into 24/7 Patient Support with Welco
Current Challenges
Calls during patient appointments often go to voicemail—42% never call back.
Phone interruptions force clinical staff to pause care or risk losing bookings.
After-hours emergencies and urgent symptoms hit voicemail, risking patient safety.
No-shows leave appointment slots empty, costing practices $200 per slot.
Morning rush brings multiple simultaneous calls, leaving patients frustrated and lost to competitors.
Full-time receptionists are costly and still miss coverage during breaks, sick days, or peak hours.
With Welco
Capture virtually every call with instant 24/7 response, even during consultations and procedures.
AI handles appointment booking, insurance verification, and patient intake—freeing clinical staff to focus on care.
Emergency routing at any hour, transferring critical calls with full context to on-call providers.
Automated SMS confirmations and reminders reduce no-shows and fill cancellations instantly.
Unlimited simultaneous call handling—no busy signals, no hold music, no missed opportunities.
Affordable, HIPAA-compliant alternative to a full-time receptionist, with prescription automation and secure call recording.
Real Stories from Medical Practices Using AI Receptionists
Our medical assistant spent 18 hours weekly answering ‘Do you take our insurance?’ and ‘What vaccines does my two-year-old need?’ instead of doing vitals, vaccine prep, and patient rooming. Welco answers those questions from our uploaded CDC guidelines. We’re seeing three more patients hourly.
Dr. Amanda Chen
Pediatric Practice, Seattle
Ten to twenty daily prescription refills—metformin, lisinopril, levothyroxine—were consuming 30-45 minutes reviewing charts. Welco collects patient name, DOB, medication, pharmacy conversationally. My nurse triages routine refills per protocol. I’m reviewing five complex cases instead of twenty routine ones.
Dr. James Morrison
Family Medicine, Rural Ohio
Welco recognizes ‘chest pain,’ ‘pressure,’ ‘left arm numbness’ instantly and transfers to our cardiology service line with context: ’68-year-old male, crushing substernal chest pain, history of CAD and prior MI.’ We’ve had two STEMI transfers this month where seconds mattered.
Dr. Robert Patel
Interventional Cardiology, Boston
Never Miss Another Patient Call—Start Seeing Results Today
Turn your practice into a 24/7 patient communication powerhouse. Stop losing appointments, eliminate front desk burnout, and let Welco handle calls while your staff focuses on care. Book your free demo now—setup is done the same day.
FAQs AI Medical Receptionist & Healthcare Answering Service
Is Welco HIPAA-compliant, and how is patient health information protected?
Yes. Welco is fully HIPAA-compliant with end-to-end AES-256 encryption, secure servers, and strict access controls. We provide a signed Business Associate Agreement (BAA) that transfers HIPAA liability from your practice to Welco. All patient conversations, medical histories, and intake forms are encrypted and stored with audit trails for compliance.
How are medical emergencies and urgent symptoms handled?
Welco is trained to recognize critical keywords, such as “chest pain,” “difficulty breathing,” “severe bleeding,” and “sudden numbness.” Emergency calls are immediately transferred to your on-call provider with full context—patient name, symptoms, and callback number—ensuring life-threatening situations receive instant clinical attention.
What happens if a patient asks a complex medical question the AI can’t answer?
Welco transfers calls requiring clinical judgment to your medical staff with complete context. Questions about symptoms, treatment plans, test results, or medication interactions are routed appropriately—never answered by AI. Your practice maintains complete control over what information AI can provide versus what requires provider consultation.
How are prescription refill requests handled without clinical oversight?
Welco collects essential refill information: patient name, DOB, medication name, dosage, and preferred pharmacy. These requests are routed to your nursing staff or providers based on your protocols. Controlled substances, overdue labs, or complex cases are automatically flagged for physician review—ensuring clinical oversight remains with licensed professionals.
What happens when patients call at 2 AM with urgent concerns?
You configure rotating on-call schedules by day, time, and specialty. Welco automatically routes urgent calls to the correct provider based on current rotation—cardiology emergencies to the on-call cardiologist, OB emergencies to the covering obstetrician. Schedule updates take seconds, ensuring patients always reach the right provider 24/7.