A medical office answering service that answers while your front desk checks patients in
Vomenta answers your practice's phone with an AI agent that takes appointment requests and refill messages, answers hours and insurance questions from your knowledge base, and gives no medical advice. A caller who describes symptoms reaches your staff, and an emergency is told to call emergency services.
14-day free trial · $25 usage credit · No credit card required
- every call answered, during patient hours and after them
- 24/7
- per month for the smallest setup, plus usage
- $64
- per inbound minute, no per-call fee
- 1.5¢
- languages, depending on the engine
- 30+
How the AI handles an after-hours call to your practice
A time-check step in your call flow sends after-hours and overflow calls to the agent. It screens for emergencies first and takes the rest as requests and messages.
- 01
It answers as your practice
The agent greets the caller with your practice name and, if your instructions say so, tells them the office is closed and that it can take a request or a message.
- 02
It screens for an emergency first
It asks whether the call is a medical emergency. If the answer is yes, it tells the caller to hang up and call emergency services, and it does not continue with the call.
- 03
It takes appointment requests and refill messages
For an appointment it records the request, the preferred time and the reason for the visit. For a refill it records the medication, the pharmacy and the patient's details. The request goes to your scheduling system through its API, or by email to the office.
- 04
It passes symptoms to a person
The agent gives no medical advice. A caller who describes symptoms is transferred: during hours your staff's phones ring in the Vomenta app, and after hours the agent texts the on-call clinician the message and the callback number and tells the caller when to expect a call.
- 05
It saves the overnight list
Every call is saved with a transcript and a summary on the contact. Your staff open the list in the morning and work through the requests in order.
When a person is needed. The AI does not give medical advice. A caller who describes symptoms is passed to your staff in the app, and the AI tells anyone with an emergency to call emergency services.
Calls an automated medical answering service handles
For physician practices, clinics and specialists whose front desk cannot answer every call during patient hours.
Appointment requests and changes
The AI records the request, the preferred time and the reason for the visit, and sends it to your scheduling system through its API.
Prescription refill messages
It takes the medication name, the pharmacy and the patient's details as a message for the clinical team.
Hours, location and insurance questions
It answers from your knowledge base, including the insurance plans you accept.
New-patient enquiries
It answers whether you accept new patients and which plans, explains the first-visit steps and forms, and records the caller's details for your front desk.
Test results and records requests
It never reads results. It records the request and tells the caller that a member of staff will call back.
Billing questions
It looks up the account, reads back the balance and emails a statement on request. Questions about coverage go to your billing staff as a message.
Directions, parking and forms
It answers from your knowledge base and texts the caller a link to your forms or your address on request.
Three calls to a doctor's office answering service
The tool lines show what the agent does in your systems while it talks. The wording is yours to set in the instructions.
- Caller“I need to move my appointment on Thursday.”
- ToolLook up contact
- AI agent“I see your appointment with Dr. Lee at 2 p.m. What day works better for you?”
- Caller“Next Monday morning, if there's anything.”
- ToolUpdate appointment in the scheduling system
- AI agent“Monday at 9:20 a.m. is open, and I've moved you to it. I've texted you the new time.”
- Caller“I'm out of my blood pressure medication and the pharmacy says they need the office.”
- AI agent“I can take a refill message for the clinical team. Which medication is it, and which pharmacy do you use?”
- Caller“Lisinopril, the Walgreens on 5th.”
- ToolSend email to the clinical team
- AI agent“Thank you. The team will review it when the office opens at 8 a.m. Refills are usually sent to the pharmacy within one business day.”
- Caller“My son has had a fever since this afternoon and now it's 103.”
- AI agent“I'm not able to give medical advice, but I can reach the clinician on call. Is this an emergency where you need to call emergency services right now?”
- Caller“No, I just want to know if I should bring him in.”
- ToolSend SMS to the on-call clinician
- AI agent“I've sent your message and this number to Dr. Patel, who is on call tonight. You should get a call back within 30 minutes. If anything changes, call emergency services.”
Set up your medical phone answering service in an afternoon
Four steps in the app, no developer needed unless you connect scheduling software through its API.
- 01
Write the instructions
Tell the agent who it is, which questions to ask in which order, what counts as an emergency and what to promise about callbacks.
- 02
Upload the knowledge base
Add the documents listed here as PDF, Word or text files. The agent answers price and policy questions from them.
- 03
Connect the actions
Set the numbers and addresses that receive SMS and email, the CRM for leads and the team that gets the ring when a person is needed.
- 04
Point your number at it
Forward your existing number, or add a time-check step to your call flow so only after-hours and overflow calls reach the agent. Then call it from your own phone.
What to upload to the knowledge base
- Opening hours, locations, parking and directions
- The insurance plans you accept and whether you take new patients
- First-visit steps, the forms to complete and what to bring
- Your refill policy: how long it takes and which medications are not refilled by phone
- Appointment types and their lengths, so requests carry the right type
- The emergency sentence and the after-hours policy, including who is on call
- The topics the agent must never answer: test results, diagnoses, medication advice
AI or a human after-hours medical answering service?
A live answering service puts an operator on the call. Vomenta puts an AI agent on it, with your own team one ring away.
| Human answering service | Vomenta AI answering service | |
|---|---|---|
| Answer time | Callers hold while operators handle other practices. | Every call is answered at once, including the 8 a.m. rush when every caller wants a same-day slot. |
| After-hours cover | Operators relay pages to the on-call clinician. | A time-check step sends after-hours calls to the agent, which texts the on-call clinician and saves the transcript. |
| Medical advice | Operators are told not to give it. | The agent is instructed not to give it, and the transcript shows what it said. |
| Patient data | Call notes live with the answering service. | Transcripts and recordings stay in your workspace with masking and retention rules. Vomenta does not offer a business associate agreement today. |
| Who takes over | The service's operators, who do not know your patients. | Your own front desk or nurse team, rung in the app with the caller already identified. |
| Pricing | Per call or per minute, with a higher tier for medical accounts. | $64 per month for the smallest setup, plus 1.5¢ per inbound minute and AI usage. |
Medical office answering service pricing
A fixed monthly price per seat plus metered usage. There is no per-call fee and no after-hours surcharge.
The smallest setup is one Starter seat ($29) plus the AI Voice Agent add-on ($35): $64 per month, plus 1.5¢ per inbound minute and AI usage.
AI usage is billed at the provider's cost plus 30%, or with no markup when you use your own provider key.
Medical office answering service: common questions
What does the AI do when a caller has an emergency?
It asks first whether the call is a medical emergency. If the answer is yes, it tells the caller to hang up and call emergency services and ends the call. Your instructions set the exact sentence it uses.
Does it give medical advice?
No. The agent is instructed to give no medical advice and to never read test results. A caller who describes symptoms is transferred to your staff in the app during hours, and after hours the agent texts the on-call clinician the message and the callback number.
Does Vomenta offer a HIPAA business associate agreement?
No, not today. The platform masks card numbers and national ID numbers in transcripts, supports recording consent, and lets you set retention and deletion rules per data type, but there is no business associate agreement. Decide with your compliance adviser which requests you route through the agent until one exists.
Can it book appointments into my practice software?
If your practice management or scheduling software has an API, the agent can create and change appointments through a custom HTTP tool. There is no ready-made connector for practice software or for Google and Microsoft calendars yet. Without an API, the agent records the request and emails it to your front desk.
What does a refill message include?
The medication name, the pharmacy, the patient's details and the callback number, saved on the contact and emailed to the address you set. The agent tells the caller your refill turnaround time from the knowledge base.
What does it cost for a one-physician practice?
One Starter seat at $29 per month plus the AI Voice Agent add-on at $35 per agent per month, which is $64 per month. Calls are metered at 1.5¢ per inbound minute, and AI usage is billed at the provider's cost plus a markup, or with no markup on your own provider key. There is no per-call fee.
Does it speak Spanish?
You can choose from more than 30 languages or let the engine detect the caller's language. Coverage depends on the engine you pick, and greetings and call endings are tuned for English and Turkish. Make a Spanish test call during the trial before you point your number at the agent.
How long does setup take?
An afternoon for most practices. Write the instructions, including the emergency sentence, upload the seven knowledge-base items listed above, set the on-call number and the staff team, and add the time-check step to your call flow. The 14-day free trial includes $25 of usage credit and needs no credit card.
Put a medical office answering service on your practice's phone line.
Create a workspace, connect a number and hear the agent answer as your company. Or walk through your call types with a specialist.
14-day free trial · $25 usage credit · No credit card required