Best medical answering service & practice marketingSkip the phone tree. Let patients say what they need.
The best medical answering service answers like a front desk, not a phone tree: it picks up every patient call, writes down what they need, books the visit and sends the right note to the right person, while our team builds the website, local SEO and online booking that bring new patients in.
Start small: the AI voice agent plan from $449 a month, Local Ranking Accelerator from $99 a month, or a website we design and build free, then $99 a month for hosting and care.Your first consultation is free. We will tell you what would help most.
Every patient call answered, written down and routed.
“Thanks for calling. How can I help?”
One line. The caller says what they need. Nothing to press.
- 8:05 AM“Can she be seen today? Her ear is killing her.”Same-day sick visit booked for 10:40
- 9:15 AM“I need a refill on my blood pressure pill.”Refill note: drug, pharmacy, callback · to the nurse
- 10:30 AM“Did my blood test come back yet?”Callback task for the nurse. Nothing read out.
- 12:10 PM“I’m new in town. Do you take my insurance?”Your plan list read back · new-patient visit booked
- 2:20 PM“My cardiologist is sending a referral. Where does it go?”Where to send it explained · task for referrals
- 5:42 PM“I have chest pain and my arm feels strange.”Reads your 911 line. Booking stops. On-call alerted.
- 7:30 PM“I have to move my Thursday appointment.”Moved to Friday 9:20
Answered by speech-to-speech voice AI fromGPT Realtimeby OpenAIGeminiby Google
GPT RealtimeWhat a medical practice needs
Six things that fill the schedule. Pick what you need.
Your team is with patients all day. These are the six things medical practices ask us for most, in plain words. Most start with one or two, and every one works on its own.
“The phone rings while the desk is checking someone out, and patients get the phone tree.”
Every call answered
An AI voice agent answers every call, any hour, and books the appointment in the times you open.
- AI voice agentsFrom $449/month, free setup, no contract
“Our website doesn't bring in new patients.”
A website patients book from
A clean site that shows your doctors, your services and a request-an-appointment form on every page. We design and build it free.
- Essential Website$99/month for hosting and care, free design and build
“I want more of one kind of patient.”
A page for the care you want
A page and form built around the care you want to be known for, so the right patients arrive ready to book.
We scope it with you on a free call.
Book a free consultation“We don't show up for doctor near me.”
Found on Google
Your profile and listings set up right, so people nearby find you when they search for a doctor.
- Local Ranking Accelerator$99/month, or $82.50/month billed yearly
“Our patients are happy but our reviews don't show it.”
More five-star reviews
A simple way to ask patients for an honest review, so your reputation grows with every visit.
- Review growthFrom $995 setup + $297/month
“Requests come by phone, form and referral, and some get lost.”
Online booking and intake
Calls, forms and referrals land in one inbox, and new patients can book and fill in forms before the visit.
- Client intake & bookingScoped for your business on a free consultation
Not sure which ones you need? Tell us how patients reach you today and we'll suggest what fits, and what it costs, on a free call.
Book a free consultationEvery medical office phone has the same menu. Every patient hates it.
“Press 1 for appointments. Press 2 for refills. Press 3 for test results.” Someone had to build it because the desk could not answer every call, and most practices have kept it for years. It sorts calls for you. It also sorts out the patients who do not want to listen to six choices when they are worried about their child.
A caller who hangs up at the menu leaves no trace. You never see the sick child's mother who tried the next practice, the new patient who was never booked, or the referral that went to the wrong box. The visits that disappear this way are the ones you pay to attract.
This page walks the menu one press at a time. For each branch it shows what the caller wanted, what an AI receptionist does with it and what stays with your people. It never diagnoses, never reads a result and never decides whether something is serious.
Medical practice marketing, end to end
From “doctor near me”
to the booked visit.
We cover every step a patient takes with your practice, so a search becomes a booked visit and a good visit becomes a five-star review.
- Get foundMaps and listings for your practice and each service.
- Get chosenA page for each service and a request-an-appointment form on every page.
- Get the replyEvery call and form answered, even when the desk is busy.
- Get bookedAn appointment on the day sheet.
- Get reviewedA review request in your practice's words.
Signature System
The Signature System for medical practices
Your website, Google listings, call answering, appointment booking and reviews, put together for your practice and looked after by our team. Not sure what you need? We scope the right mix with you on a free call and tell you exactly what it costs.
Press 1 for appointments. Your day sheet decides who gets booked.
Most calls to a medical office are a person trying to get on the schedule. Booking them is not a language task. It is a set of rules: who sees which kind of patient, how long each visit takes, how many slots stay free for a sick child. Those rules already exist, usually in the head of whoever runs the desk. Write them down once and the receptionist books by them on every call.
| Visit type | Length | The rule you write once | Who handles it |
|---|---|---|---|
| New patient, adult | 40 min | Dr. Patel or Dr. Ruiz only. Insurance plan and card collected before the visit. | Phone books it |
| Sick visit, same day | 20 min | Three held slots each morning. When they are gone, the next day. | Phone books it |
| Follow-up | 20 min | With the doctor who saw the patient last. | Phone books it |
| Annual physical | 40 min | Booked three weeks out unless a patient asks for the first opening. | Phone books it |
| Procedure or injection | Varies | A nurse confirms the date and any preparation. | Staff confirms |
| Anything a doctor must decide | n/a | A callback is created. Nothing is promised. | Staff decides |
Six things to decide once
- Which visit types the phone may book, and with whom
- Which slots stay held for same-day sick visits
- Insurance plans you accept, in your own words
- How far out each visit type may be booked
- What a patient is told when a day is full
- Who confirms procedures
The AI receptionist books these visit types into your calendar, with the plan written down and the confirmation texted to patients who agreed to texts. From $449/month, free setup, no contract.
What tells your desk that a visit is actually booked?
A request, a booking link and a confirmed appointment are three different things. TQP configures the call, booking and staff handoff together. Open this routine new-patient example to see what your desk should be able to check.
Illustrative administrative records, not patient data or a live practice account.
The caller wants a first appointment
- Capture
- New-patient request, preferred visit type, location and callback method. Ask only the questions your practice has approved for this step.
- Booking route
- If the visit is permitted on the included calendar, offer its available times. If staff must approve it first, record a request for the front desk. No appointment exists yet.
- Receiving record
- The practice's authorized recipient sees why the person called, what they were told and the next action. Agree where summaries, transcripts and recordings may go before patient calls begin.
The caller chooses a permitted time
- Calendar entry
- A confirmed appointment in the configured calendar, with the visit type, responsible person, date and time zone.
- Patient message
- The same confirmed details and the approved way to change the appointment. A link alone is an invitation to book, not a confirmed visit.
- Practice software
- The included calendar is not automatically your EHR or practice-management schedule. A direct connection must be verified and scoped. If your team must enter the visit there, name that person and keep the handoff visible.
There is no suitable slot, or a person must decide
- Status
- Staff callback needed. No confirmed visit and no attendance reminder.
- Patient told
- Your request is with the practice team. They will contact you about availability and the next step.
- Staff action
- The designated person reviews the request and resolves it in the practice's own process. Clinical questions follow the clinician-approved route; the AI does not choose treatment or judge urgency.
Bring one visit type and your current booking tool to a personalized demo. Ask to see the receiving record and calendar for both a permitted booking and a request that must wait for staff. That is how we agree what to connect before launch.
Referrals, forms, new patients and billing: the calls that grow the practice.
New patients rarely arrive by phone first. They search, compare two or three practices and then call, fill in a form or tap “book.” Medical practice marketing is the work of being one of the names they see and making the next step easy. Medical SEO is the part of it that puts you there: an accurate profile, a page for each type of care and reviews you reply to carefully.
Referral calls and billing questions are the other end of the phone. A referral needs the right fax or secure upload and a coordinator who knows it is coming. A billing question needs a person who can see the account. The receptionist takes the caller's details and the question, tells them what happens next and creates the task. It never quotes a balance.
Check these five things on your Google profile this week.
Local Ranking Accelerator keeps your profile and listings right every month, $99 a month, or $82.50 a month billed yearly. Run the free Google check to see where you stand.
Reply to reviews without naming the patient.
A thank-you is fine. Confirming that someone was your patient, or answering a complaint with details of their visit, is not. The HHS Office for Civil Rights settled with a dental practice over exactly this in 2022, after the owner answered online reviews with patient names and visit details (HHS Office for Civil Rights). Keep replies to an invitation to call your office.
A clinic website should make the first visit easier.
A new patient needs to know who sees them, whether you offer the care they need and how to arrange a visit. A returning patient may only need the booking link or the right desk. We build those routes around your practice, with your team approving service descriptions, clinician profiles, fees and preparation instructions.
Keep the booking software your desk already uses. A clearly labelled link can take the patient to its existing booking page. Creating an appointment inside another system is a separate connection that we check and scope with you. A request form should explain who will confirm the appointment and keep detailed health information in your approved intake system.
The Essential Website includes free agency design and build; $99 USD a month covers hosting, SSL and care for up to 10 pages. It includes a contact form; booking, reminders and connected intake are separately scoped. A Smart Website wired to booking is from $2,395 setup + $197/month; its page explains implementation and monthly costs.
Our October 28 public website study found different starting points across five readable clinic pages: visit selection, a request for staff confirmation and registration before scheduling. Show patients which step your booking link opens and how to get help choosing the right visit.
Three requests to check with your front desk
For a new patient, check that the page explains the appropriate visit type and any registration step before opening the booking tool. For a returning patient, check the follow-up route and who helps when no suitable time is available. For care you do not provide, check the staff-approved next step.
Keep the recipient and the patient's instructions clear in every path. A message received is not an appointment confirmed. Use the website acceptance checklist to record what needs changing before you approve the site.
- 1CategorySet the category that names what you really are, such as Family practice physician, and add others only for care you provide.
- 2HoursShow real hours and say plainly how after-hours calls are handled. A closed sign that still lets a patient book is useful.
- 3New patientsSay whether you are accepting new patients. It is the first thing a person new to town looks for.
- 4PlansList the insurance you accept in plain words, and update it when a contract changes.
- 5Booking linkA link to a page that books the right visit, not to a homepage.
Your practice.
Your front-desk decisions.
A therapy enquiry, an eye exam and a surgical consultation do not belong on the same booking path. These guides show the website, answering and follow-up work for your kind of practice.
- Dental practicesNew-patient visits, treatment enquiries and existing-patient calls.Read the practice guide
- Orthodontic practicesConsultations, parent questions and the next step before treatment.Read the practice guide
- OptometryEye exams, provider availability and appointment requests.Read the practice guide
- LASIK centresProcedure information and a consultation, with eligibility left to the clinical team.Read the practice guide
- Physiotherapy and rehabInitial assessments, follow-up visits and your existing booking software.Read the practice guide
- Chiropractic practicesFirst visits, returning patients and what to do when a suitable time is unavailable.Read the practice guide
- Therapists and mental healthClinician fit, availability, waitlists and discreet contact preferences.Read the practice guide
- Med spasTreatment enquiries, consultation requests and approved service information.Read the practice guide
- Plastic surgerySurgeon credentials, approved procedure content and coordinator follow-up.Read the practice guide
- Home health agenciesFamily enquiries, referral details and review by the intake team.Read the practice guide
For primary care or a mixed-specialty clinic, use the appointment rules above. Bring your current website and one patient-enquiry route; we will show what to keep, what to connect and what our team would manage.
The call ends. Your team needs the next step.
A medical answering service may collect details, arrange appointments and contact your team. Compare the actual record, calendar and response when nobody is available. The difference matters at the desk: a booked visit, a booking invitation and a request for a person each need a different next action.
TQP builds and manages that setup around your practice. Your AI receptionist uses your approved questions and responses, with native speech-to-speech voice models, GPT Realtime from OpenAI and Gemini from Google. We configure the booking route and receiving record, then test them with the people who will use them.
While you were out
- To
- On-call
- From
- Mrs. Lindqvist
- Phone
- (555) 012-6618
- Time
- 9:48 PM
UrgentPlease call
Her husband is dizzy and weak. Please call back.
- Call
- Dizzy and weak. Read the 911 line. Sent to on-call.
- Caller
- Ingrid Lindqvist for her husband, (555) 012-6618
- Said
- Started about twenty minutes ago. He is sitting down.
- Told
- “If this is an emergency, hang up and dial 911 now.” Said twice.
- Not done
- No advice about what is wrong. Booking stopped.
- Handoff
- Notification sent to the configured on-call recipient. Delivery is not an acknowledgement; the practice agrees its fallback and who follows up.
Two illustrative records using an invented caller, not a recorded patient call or a test of another provider. Your practice approves the questions, emergency wording and notification route. A sent alert does not establish that a clinician has seen it.
See the confirmed visit and staff-review records. Use the same request to check both paths in your demo. Your desk should be able to tell which calendar changed and which person still needs to act.
Six questions to ask any medical answering service
Whoever you choose, ask these before you sign. The answers tell you what your evenings will look like.
Who builds the call paths around our practice?
Listen forWho gathers the rules, configures them, tests them with your desk and maintains them after launch.
With our receptionistTQP configures your approved visit types, questions, responses and receiving contacts. Your practice tests the calls before launch; we maintain the agreed setup.
Where can patient messages, transcripts and recordings go?
Listen forThe receiving people, access arrangements, data settings and written agreements your practice requires.
With our receptionistWe settle the agreed destinations and settings with your practice before launch. Your practice reviews its requirements and remains responsible for its own compliance.
What happens when a caller describes an emergency?
Listen forThe clinician-approved wording, the designated contact and the fallback when that person cannot be reached.
With our receptionistIt reads your clinicians’ approved emergency line, stops booking and follows the agreed contact route. It does not decide how serious the symptoms are.
Where will we see the appointment?
Listen forThe calendar entry, confirmation and handling of a request that needs staff approval. See the actual destination in a demo.
With our receptionistPermitted visits use the included calendar or your booking link. A request needing staff review is not a confirmed visit; a direct practice-software connection is separately checked and scoped.
What does a heavy month cost me?
Listen forThe included usage, additional charges and how you review a busier month before choosing the plan.
With our receptionistFrom $449/month, free setup, no contract. Your plan includes the voice minutes listed and normal texting and email for your business. Third-party carrier and registration fees are billed separately at cost. Need more minutes? Add a prepaid top-up pack or move up a plan.
What does the receiving team see after the call?
Listen forThe caller’s request, what they were told, the appointment or callback status, and who owns the next action.
With our receptionistSummary and transcript delivery and recording are included. We agree the authorized recipients with your practice. A notification being sent is not acknowledgement by a clinician.
Want a person on every call? A good live service is a fair choice, and some practices keep one for the calls they want a human to take. We can set the AI up for lunch, evenings and overflow only. Read the full comparison.
How it works.
A free consultation
Tell us how patients reach you today. We tell you what would help most and what it costs.
We set it up
Your practice approves the visit types, patient instructions and receiving contacts. TQP configures the calendar or request route and notifications. Your desk tests a permitted booking, a full calendar, a refill request and the clinician-approved urgent-call path before launch.
You're live
Calls get answered, your website brings in appointment requests and your reviews grow. Your clinicians keep seeing patients.
Questions practice owners ask us.
Straight answers. If yours is not here, ask us on a call.
How much does it cost to get started?
Your first consultation is free. After that you can start small: the AI voice agent plan from $449 a month with free setup (normally $1,495) and no contract, Local Ranking Accelerator from $99 a month, or an Essential Website we design and build free, then $99 a month for hosting and care. Larger projects are scoped with you on the call, and we tell you the cost before you commit. Prices are in US dollars.
Is the consultation really free?
Yes. You tell us how patients reach you today, we tell you what would help most and what it costs, and there is no obligation. You talk to the people who build the work, led by our founder.
What does a medical practice need?
Most practices need six things: every call answered, a website patients book from, a page for the care you want to be known for, a strong Google profile, more five-star reviews and one place for every appointment request. Most start with one or two. We suggest what fits on the free consultation.
Is this a medical answering service?
It does what an answering service does: your phone answered after hours and when the desk is busy. Then it books the visit itself, in the times you open, and sends the forms link. It works for your practice only.
Can it give test results or approve a refill?
No. It never gives test results, never approves a refill and never gives medical advice. It writes the request down and passes it to your team.
What does it say when a patient describes an emergency?
It tells the caller to call 911 and passes a note to your team. It never decides what is or is not serious.
Can it book into our practice software?
Sometimes directly. Practice software differs in what it lets outside tools do, so before we promise anything we look at yours and what access your vendor allows.
Will patients know they are talking to AI?
Yes. The greeting says so in your wording. A caller can ask for a person at any time.
What about HIPAA and patient privacy?
Patient calls, forms and texts carry health information. Our platform can be set up to support HIPAA, and before launch we write down where recordings, messages and forms are stored, who may open them and which agreements your practice needs, a business associate agreement among them. Compliance stays your practice's responsibility. In Canada the same talk covers federal and provincial privacy law.
Do I need a new website?
Not always. If your site is dated or does not bring in the right inquiries, an Essential Website is the simplest start: we design and build it free, then $99 a month for hosting and care. The Essential Website already includes up to 10 pages, which can include your main services. Booking, connected intake, larger custom builds and extra pages are scoped separately.
Is there a contract?
The AI voice agents have no contract, so you can cancel anytime. The Essential Website and Local Ranking Accelerator are month to month. Larger projects are agreed in writing before work begins.
Let's answer the next patient call.
Book a free consultation and tell us how patients reach you today. We will show you what we would switch on first and what it costs. You will talk to the people who build it, led by our founder, Vikram Roy.