Your AI medical receptionist is still answering at 7:42 PM.

CallSphere operates under a signed BAA, encrypts PHI in transit and at rest, applies role-based access, and writes a timestamped audit log of every patient interaction. Worth knowing: HIPAA has no certifying body, so no vendor can hand you a HIPAA certificate. What we can hand you is the BAA, the encryption posture, a retention window you set, and the log.

Yes, and we send it before onboarding rather than after. It names CallSphere Inc as the business associate and covers PHI handled during calls, chats, transcripts, recordings and write-backs, along with the standard obligations: administrative and technical safeguards, breach notification, subcontractor flow-down, and return or destruction of PHI when the agreement ends. Your counsel can redline it. No patient information moves through the agent until it is executed.

It books into the system your staff already work in and follows the same rules they do: visit type, provider, duration and buffers. Where a system is open we write back through its API or an HL7/FHIR endpoint. Where it is closed we work a shared calendar and a task queue instead. We check which case you are in during setup and tell you before you pay anything.

You do, with your clinical lead, during setup. You give us the trigger list — clinical ones like chest pain, shortness of breath, post-op bleeding or suicidal ideation, and non-clinical ones like an upset caller or anyone who asks for a person. Each trigger maps to one action: read a fixed 911 instruction, page the on-call by phone and SMS, or transfer live. Pages retry down your rotation until someone acknowledges, and the acknowledgement time is logged.

The agent answers, handles the routine work — booking, rescheduling, questions, message-taking — and escalates anything urgent to your on-call provider immediately. Every call is transcribed and filed, so the practice opens to a finished schedule rather than a voicemail queue.

The agent picks the language up from the caller's first sentence and stays in it for the whole call, including the confirmation text afterwards. It handles 57+ languages; Spanish, Mandarin, Vietnamese, Haitian Creole, Tagalog and Arabic are the ones practices ask for most. It converses natively rather than reading a translated script, and it switches mid-call if a family member takes the phone. Notes come back to your staff in English by default.

It says it doesn't know. Then it either transfers to a person if your line is staffed, or takes a complete message and tells the patient when to expect a call back. It is configured to refuse rather than guess on anything clinical, on billing disputes, and on anything outside the knowledge you gave it. Every one of those calls is flagged in the log, so the gaps show up as a list you can close in the first week.

It can, and you can run it that way. But message-taking is the fallback here, not the product. An answering service hands you a callback list, and every line on it is work your front desk still has to do in the morning. CallSphere finishes most of those calls instead: the appointment is on the board, eligibility is checked, the intake form is sent. You get a message only for the requests that genuinely need a person.

Three parts. Rescheduling: a patient can move an appointment by phone or text at 11pm without waiting for the office, and the slot they release goes straight back into the pool. Backfill: that slot is offered by text to matching waitlist patients in order, first reply takes it, and the offer expires so nothing is double-promised. Confirmations: reminders run on your cadence, and an appointment still unconfirmed close to the date gets a live call rather than a fourth text.

Yes. After verifying the caller's identity, the agent can confirm whether a referral was received, explain the practice's administrative next step, and route incomplete or review-pending referrals to the right staff queue. It does not interpret clinical records or decide whether a referral is medically appropriate.

No. It does not read, interpret or release results. It confirms whether results have come back, points the patient to your portal or the provider, and books the follow-up visit if one is needed.

Some will, and the agent shouldn't be the thing standing between them and a person. If a caller asks for a human, it transfers on the first ask with no retention script. If asked directly, it says it is an AI assistant. The honest comparison isn't this agent against your receptionist at 10am — it's this agent against voicemail at 9pm, and against hold music while she's checking someone in.

Not a headcount reduction, and anyone selling you one is overselling. Your receptionist rooms patients, chases referrals, works denials and handles the person at the window. This takes the phone off her while she does it, and covers the fourteen hours a day nobody is at the desk.

A 7-day pilot on a forwarded line or your real number. Inbound questions and message-taking start at $50 per month; the full front desk, with booking, eligibility and write-backs, starts at $149 per month. Most practices are live within 24 hours of sending us their hours, providers, payer list and escalation rules. You keep the recordings and the call log either way.