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AI AGENTS

AI Agents That Handle Routine Patient and Payer Conversations

Missed calls become missed appointments. Elara Associates configures AI agents that answer common questions, schedule and confirm appointments, respond to patient messages, and follow up with payers, around the clock. Anything complex, urgent, or sensitive is routed to your team.

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Healthcare operations knowledge

Safety-first escalation rules

  • Healthcare operations knowledge
  • Safety-first escalation rules
  • Connected to marketing

THE PROBLEM

Your Phones Ring More Than Your Team Can Answer

Front desks juggle check-ins, phones, portal messages, and payer calls at the same time. Something always waits.

  • Calls go to voicemail during busy hours, lunch, and after hours, and many callers don’t leave a message.
  • Routine questions about hours, directions, insurance, and forms take up staff time.
  • Appointment confirmations and rescheduling require repeated calls.
  • Web inquiries sit unanswered until the next business day.
  • Billing staff spend hours on hold with payers checking claim status.

Every unanswered contact is a chance for a patient to call another practice.

See where your practice stands

THE SOLUTION

AI Agents Configured for Your Practice, With Clear Handoffs

An AI agent is software that can hold a conversation, understand what a person needs, and take defined actions, such as booking an appointment in your scheduling system. We configure agents around your practice’s information, policies, and systems.

What makes our approach safe and practical:

  • Defined scope. Each agent handles specific tasks and nothing else.
  • Approved knowledge. Agents answer from information your practice has reviewed.
  • Escalation rules. Clinical questions, urgent symptoms, complaints, and anything outside scope go to your staff immediately. Callers describing an emergency are directed to call 911.
  • Transparency. Agents can be configured to identify themselves as automated assistants.
  • Monitoring. Conversations are logged and reviewed for quality and accuracy.
  • Security. We follow HIPAA requirements and sign a BAA.

SERVICES INCLUDED

What's Included in AI Agents

01

Patient-facing agents

  • AI phone agent for common questions and call routing
  • Appointment scheduling, rescheduling, and cancellation
  • Appointment confirmation and reminder conversations
  • After-hours call handling with message capture
  • Website chat agent for inquiries and new patient intake
  • Insurance acceptance and new patient FAQ responses
  • Post-visit follow-up and review requests

02

Operational agents

  • Payer claim status inquiries
  • Prior authorization status follow-up
  • Internal knowledge assistant for staff (policies, procedures, payer rules)
  • Lead qualification and routing for marketing inquiries

03

Program management

  • Use-case selection and conversation design
  • Knowledge base setup and approval
  • Integration with phone, scheduling, and EHR/PM systems
  • Escalation and emergency routing rules
  • Testing, launch, and staff training
  • Ongoing conversation review and improvement
  • Monthly performance reporting
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BENEFITS

Why Practices Choose Elara for AI Agents

More answered calls and inquiries

Including after hours.

More booked appointments

From contacts that would otherwise be missed.

Shorter hold times

For patients who need a person.

Lower front-desk workload

For routine requests.

Faster response

To website leads from marketing campaigns.

Consistent answers

Based on approved information.

Data on patient demand

Including common questions and peak call times.

OUR PROCESS

How We Run AI Agents

01

Use-Case Discovery

We review call volumes, message types, and staff workload to select the right starting tasks.

02

Conversation Design

We map conversations, approved answers, and escalation rules with your team.

03

Integration

We connect the agent to your phone system, scheduling platform, and other approved systems.

04

Testing

We test common, unusual, and sensitive scenarios before launch.

05

Launch & Monitor

We go live in stages, review conversations, and refine responses.

06

Report & Expand

Monthly reports cover volumes, resolution rates, bookings, and escalations. New use cases are added as results are proven.

WHY CHOOSE ELARA ASSOCIATES

What Makes Elara Different

Healthcare operations knowledge

behind every conversation design.

Safety-first escalation rules

for clinical and urgent situations.

Connected to marketing

so campaign leads get an immediate response.

Connected to billing

so payer follow-up agents support your RCM goals.

Managed and monitored

not a set-and-forget tool.

FAQ

AI Agents Questions

Still have questions? Talk with our team.

Schedule a Consultation

Agents can be configured to introduce themselves as automated assistants, and we recommend it. Patients can ask to speak with a staff member at any time.

No. Our agents are configured not to provide medical advice. Clinical questions are routed to your staff, and anyone describing an emergency is told to call 911.

It hands the conversation to your team or captures a message for follow-up, based on the rules you approve.

Yes, when your scheduling system provides API access.

We review conversation logs, update approved answers when your policies change, and track accuracy and escalation rates monthly.

Related Services

AI Services · AI Automation · Performance Marketing · Revenue Cycle Management · PPC

Answer Every Patient, Even When Your Team Is Busy

See how an AI agent could handle your practice’s routine calls and messages, with clear handoffs to your staff.

Book an Automation Consultation