AI Receptionist for Medical Practices
PHIPA, PIPEDA & HIPAA compliant call answering built for Canadian medical offices. Vocatively captures appointment requests, prescription refill requests, patient intake, and after-hours triage — so your front desk staff can focus on in-person patient care.
Photo by SHVETS production on Pexels license
How It Works: AI Medical Receptionist in 3 Steps
Get your medical practice up and running with an AI phone receptionist in under a day. No technical expertise required.
Set Up Your Practice Profile
Tell us your practice name, specialty, office hours, and call-handling preferences. We provision a dedicated Canadian phone number for your medical office.
Customize Your AI Script
Configure how the AI receptionist greets patients, handles appointment requests, processes prescription refill calls, and triages after-hours inquiries for your specific practice type.
Go Live & Monitor
Forward your practice phone or use your new number. The AI answers calls 24/7 while you monitor everything from a PHIPA-compliant dashboard. Start your 7-day free trial today.
Est. share of medical practice calls going unanswered during peak hours (industry research)
Est. average revenue per missed patient call (varies by practice)
Est. average patient hold time eliminated with AI (industry research)
patient call coverage including evenings and weekends
Industry estimates based on publicly available research and general market data. Figures are illustrative and may vary significantly by practice size, location, and other factors. Not a guarantee of results.
Why Medical Practices Across Canada Choose Vocatively
Built from the ground up for Canadian healthcare compliance. Every feature is designed to reduce front desk burden while improving the patient calling experience.
24/7 Patient Call Answering
Never miss a patient call again. The AI medical receptionist answers calls around the clock — during lunch breaks, after hours, on weekends, and on holidays. Patients reach a helpful assistant every time they dial your medical practice phone number.
Automated Patient Intake
Collect new patient contact information over the phone before they arrive. The AI gathers name, phone number, email, and the general reason for their visit — all delivered to your front desk in a structured, easy-to-process format. Clinical intake is handled directly by your office staff.
Prescription Refill Requests
Streamline one of the highest-volume call types in medical practice. The AI notes that the patient needs a prescription refill and delivers the request to your staff for follow-up. Your office team collects any clinical details needed for physician review and approval.
After-Hours Triage Screening
Configurable triage protocols screen evening and weekend calls for urgency. Emergencies are directed to 911. Urgent concerns can be escalated to your on-call provider. Routine requests are securely captured for next-business-day follow-up by your medical staff.
Multi-Location Medical Groups
Manage multiple clinic locations from a single dashboard. Each location gets its own dedicated Canadian phone number, customized greeting, and location-specific scheduling. Ideal for family health teams and medical groups across Ontario and other provinces.
Reduce Front Desk Burnout
Medical office receptionists handle 50+ calls per day alongside check-ins, faxes, and paperwork. Vocatively absorbs the repetitive call volume — appointment requests, refill requests, and general inquiries — so your team can focus on the patients standing in front of them.
The Cost of Missed Patient Calls Adds Up Fast
Every unanswered call is a potential lost appointment, a frustrated patient who may switch providers, or an urgent request that goes unaddressed. For a typical family medicine practice receiving 40-60 calls per day, even a small percentage of missed calls represents significant lost revenue and diminished patient satisfaction.
Vocatively's AI medical receptionist starts at just $98 CAD per month — a fraction of the cost of a part-time receptionist, with 24/7 availability that no human hire can match.
- Capture after-hours appointments your competitors miss
- Reduce patient hold times and call abandonment
- Free up staff time worth thousands per month
- Improve patient retention with responsive service
Hypothetical Monthly Impact
This is a hypothetical illustration based on the assumptions stated above. It is not a guarantee or projection of results. Your outcomes will depend on your practice size, call volume, location, and other factors specific to your business.
AI Receptionist for Every Type of Medical Practice
Whether you run a solo family medicine clinic or a multi-location medical group, Vocatively adapts to your specialty and call-handling workflows.
Family Medicine
Handle the full range of family doctor calls: appointment requests, prescription refills, sick notes, test result inquiries, and referral coordination. Keep your roster patients well-served while efficiently managing walk-in requests.
Most popular practice typeWalk-In Clinics
Manage high call volumes with wait time estimates, general reason-for-visit capture, and after-hours redirects. AI receptionists help walk-in clinics reduce phone congestion during peak hours while capturing every patient inquiry.
High call volume supportSpecialist Practices
Coordinate referral intake, capture appointment requests across multiple providers, and handle pre-appointment instructions specific to your specialty — dermatology, cardiology, ENT, gastroenterology, and more.
Referral managementPediatrics
Parent-friendly call handling for sick child appointments, vaccination requests, developmental check-ups, and school form requests. The AI communicates clearly with parents while collecting the information your staff needs.
Family-friendly communicationInternal Medicine
Support complex patient populations with chronic care coordination calls, prescription refill requests, lab result inquiries, and specialist referral coordination. Handle higher-acuity call triaging with configurable protocols.
Chronic care supportGeriatrics
Patient and clear communication for elderly patients and their family caregivers. Handle prescription refill requests, home visit requests, caregiver coordination, and mobility-sensitive appointment requests with extra care and patience.
Caregiver-friendly designPHIPA, PIPEDA & HIPAA Compliance Built Into Every Call
Vocatively is operated by Sirrius Office Inc. with healthcare privacy as a foundational design principle — not an afterthought. For Ontario medical practices subject to PHIPA, and all Canadian practices subject to PIPEDA, our platform meets the strictest requirements for handling personal health information (PHI).
We also maintain HIPAA compliance for practices that serve cross-border patients or operate under U.S. regulatory requirements. A Business Associate Agreement (BAA) is available upon request.
All patient data stored exclusively in Canadian data centres. No cross-border data transfers.
Recordings and transcription are disabled by design. Only structured call metadata is stored.
Patient phone numbers are HMAC-SHA256 hashed and never stored in raw form.
Email alerts contain only contact info and generic call type — no health details in message bodies.
Detailed records anonymized after 90 days. Anonymized analytics retained for account-level trends.
Compliance at a Glance
PHIPA (Ontario)
Full compliance with Ontario's Personal Health Information Protection Act for health information custodians.
PIPEDA (Federal Canada)
Compliant with Canada's federal privacy law governing commercial collection and use of personal information.
HIPAA (United States)
BAA available for practices with U.S. compliance requirements. Encryption at rest and in transit.
Encryption & Access Control
AES-256 encryption at rest, TLS 1.2+ in transit, role-based access controls, and comprehensive audit logging.
Hear How Your AI Medical Receptionist Sounds
Vocatively's AI receptionist is trained specifically for medical practice call flows. It sounds natural, handles interruptions gracefully, and always identifies itself as an automated assistant — never pretending to be a human staff member.
Every call script is customized to your practice name, specialty, office hours, and preferred call-handling procedures. Here is a sample prescription refill call flow for a family medicine practice.
Incoming Call
Maple Grove Family Medicine
AI Receptionist
"Good afternoon, Maple Grove Family Medicine. This is the automated assistant. How can I help you today? I can assist with appointments, prescription refills, or connect you with our staff."
Patient
"Hi, I need to refill my blood pressure medication."
AI Receptionist
"I can help with that. Could you please provide your full name so I can note this request? I'll make sure the office follows up with you directly."
Patient
"Sure, my name is Sarah Thompson."
AI Receptionist
"Thank you, Sarah. I've noted that you're calling about a prescription refill and the office will follow up with you directly to take care of this. Is there anything else I can help with?"
Simple, Transparent Pricing for Medical Practices
All plans include PHIPA, PIPEDA, and HIPAA compliance. 7-day free trial, no credit card required. Operated by Sirrius Office Inc.
Business
- 1 phone line
- 200 minutes/month
- Custom medical greeting
- PHIPA & HIPAA compliant
- Secure dashboard
Pro
- 3 phone lines
- 500 minutes/month
- Multi-provider scheduling
- After-hours triage
- Priority support
Enterprise
- 6 phone lines
- 1,200 minutes/month
- Multi-location support
- Dedicated account manager
- Custom integrations
Overage minutes billed at $0.35 CAD/min. PMS/EMR integration coming soon.
Medical Practice Terminology Glossary
Understanding the key terms used in Canadian medical practice operations and how AI receptionist technology fits into modern healthcare workflows.
Patient Intake
The process of collecting a new patient's contact information and reason for visit before their first appointment. Clinical and insurance details are handled directly by office staff.
Referral
A recommendation from one physician (typically a family doctor or GP) to a specialist for further evaluation or treatment. Vocatively can capture referral details and route them to the appropriate provider.
Prescription Refill
A request from a patient to renew an existing medication prescription. The AI receptionist notes the refill request and delivers it to your practice staff, who handle all clinical details directly.
Triage
The process of assessing the urgency of a patient's condition to determine the appropriate level of care. After-hours AI triage screens calls and escalates emergencies while capturing routine requests for follow-up.
Appointment Scheduling
The coordination of patient visits with available provider time slots. AI-powered call handling can capture booking, rescheduling, and cancellation requests 24 hours a day for your team to action.
OHIP Billing
Ontario Health Insurance Plan billing — the provincial system through which Ontario physicians bill for insured medical services. Understanding OHIP billing codes is important for scheduling and intake workflows.
Family Health Team (FHT)
A multidisciplinary primary care model in Ontario that includes family physicians, nurse practitioners, social workers, and other providers working together to serve rostered patients.
Electronic Medical Record (EMR)
A digital system for storing patient health information, visit notes, prescriptions, and lab results. Common Canadian EMRs include OSCAR, Telus PS Suite, and Accuro. Vocatively EMR integration is coming soon.
Roster Patient
A patient who is formally enrolled with a specific family physician or family health team. Roster patients typically receive priority scheduling and continuity of care from their assigned provider.
Walk-In Patient
A patient who visits a clinic without a prior appointment, common in walk-in clinics and urgent care settings. AI receptionists help manage walk-in call volumes by providing wait time estimates and pre-visit information.
PHIPA (Personal Health Information Protection Act)
Ontario's provincial legislation governing the collection, use, and disclosure of personal health information by health information custodians. PHIPA compliance is mandatory for any technology handling patient data in Ontario.
PIPEDA (Personal Information Protection and Electronic Documents Act)
Canada's federal privacy law governing how private-sector organizations collect, use, and disclose personal information in the course of commercial activities. PIPEDA applies to healthcare technology providers across Canada.
Frequently Asked Questions: AI Receptionist for Medical Practices
Common questions from family doctors, walk-in clinic operators, and medical practice managers about using an AI phone receptionist in a Canadian healthcare setting.
Is Vocatively PHIPA and HIPAA compliant for medical practices?
Yes. Vocatively is fully compliant with PHIPA (Personal Health Information Protection Act), PIPEDA (Personal Information Protection and Electronic Documents Act), and HIPAA. All patient data is stored in Canada, no call recordings or raw transcripts are retained, and caller phone numbers are hashed using HMAC-SHA256. We provide a Business Associate Agreement (BAA) upon request. Sirrius Office Inc. operates Vocatively with privacy compliance as a foundational requirement.
How does the AI receptionist handle prescription refill requests?
When a patient calls to request a prescription refill, the AI assistant notes that the patient needs a refill and securely delivers the request to your practice staff. The office team will follow up directly with the patient to collect any clinical details needed for physician review and approval.
Can Vocatively integrate with my EMR or practice management system?
EMR and practice management system (PMS) integrations are coming soon. We are actively building connectors for popular Canadian medical software platforms. In the meantime, Vocatively delivers call summaries and appointment requests to your team via a secure, PHIPA-compliant dashboard and optional email notifications that contain no PHI in the message body.
How does the AI handle after-hours and emergency calls?
Vocatively screens after-hours calls for urgency using configurable triage protocols set by your practice. Life-threatening emergencies are directed to call 911 immediately. Urgent but non-emergency calls can be escalated to your on-call provider. Routine matters like appointment requests and prescription refills are captured securely for next-business-day follow-up.
What types of medical practices can use Vocatively?
Vocatively is designed for a wide range of medical practice types including family medicine clinics, walk-in clinics, specialist offices (dermatology, cardiology, ENT, etc.), pediatric practices, internal medicine, geriatrics, multi-physician group practices, and multi-location medical organizations. The AI receptionist is customized to match your specialty and call handling workflows.
How much does Vocatively cost for a medical practice?
Vocatively offers three plans in Canadian dollars: Business at $98 CAD per month (1 phone line, 200 minutes), Pro at $198 CAD per month (3 phone lines, 500 minutes), and Enterprise at $598 CAD per month (6 phone lines, 1,200 minutes). All plans include a 7-day free trial with no credit card required. Overage minutes are billed at $0.35 CAD per minute.
Does Vocatively store call recordings or transcripts?
No. Vocatively does not store call recordings or raw transcripts. This is a deliberate privacy-by-design decision to maintain PHIPA, PIPEDA, and HIPAA compliance. Only structured call metadata — such as reason for call, appointment requests, and refill details — is stored securely in our Canadian data centre. Caller phone numbers are hashed and never stored in raw form.
Can the AI receptionist handle multiple locations for my medical group?
Yes. Vocatively supports multi-location medical practices with separate phone lines, customized greetings, and location-specific scheduling for each site. The Pro plan includes up to 3 lines and the Enterprise plan supports up to 6 lines, making it ideal for medical groups with multiple clinic locations across Ontario or other provinces.
How does patient intake work with the AI receptionist?
For new patients, the AI receptionist collects essential contact information including name, phone number, email, and the general reason for their visit. The office team handles all clinical intake directly. This information is organized in a structured format and delivered to your front desk team via the secure dashboard, reducing paperwork and wait times when the patient arrives.
What happens if a patient needs to speak to a real person?
Vocatively can be configured to transfer calls to a live staff member or on-call provider at any point during the conversation. If your practice is closed, the AI captures a detailed message and ensures it is routed to the appropriate team member for follow-up. Patients always have the option to request a human callback.
How quickly can my medical practice get started with Vocatively?
Most medical practices are fully set up within one business day. Vocatively provisions a dedicated Canadian phone number, configures your custom greeting and call-handling scripts based on your practice specialty, and activates the AI receptionist. You can start your 7-day free trial and begin answering patient calls the same day.
Is patient data stored in Canada?
Yes. All patient data and call metadata are stored exclusively in Canadian data centres to comply with PHIPA, PIPEDA, and provincial health privacy legislation. Vocatively, operated by Sirrius Office Inc., does not transfer any patient information outside of Canada. This includes structured call data, appointment requests, and all dashboard content.
Ready to Stop Missing Patient Calls?
Join Canadian medical practices already using Vocatively to answer patient calls 24/7, capture appointment requests, and handle prescription refill requests — all while staying PHIPA compliant.
7-day free trial. No credit card required. Set up in under a day.
Vocatively is operated by Sirrius Office Inc. All patient data stored in Canada.
Currently available across Canada outside Quebec. Quebec availability pending Law 25 and Bill 96 compliance.