One system, one patient record
Calls, calendars, charts, and leads live inside Ona's AI-native, all-in-one practice management platform — which combines CRM, EHR, and RCM — not a bolt-on phone service wired to a separate tool.
AI Receptionist
AI receptionist for clinics and healthcare practices
Ona's AI receptionist is an AI phone agent for healthcare practices that answers every call 24/7, books appointments against your live calendar, captures structured intake into the chart, and routes urgent or sensitive calls to a human. Clinics stop losing patients to voicemail and after-hours missed calls.
- 24/7 call answering
- Books against your calendar
- Escalation to humans
- Structured intake capture
Ona's AI receptionist is a virtual front-desk agent that answers the phone, day or night. It detects why the caller is reaching out — booking, rescheduling, a results follow-up, or a prescription refill — then books against real availability and writes a transcript, recording, and structured intake straight to the patient record. It is one of the 19 tools inside Ona's AI-native, all-in-one practice management platform, so the phone line and the chart are the same system.
It fits solo-to-enterprise clinics that lose patients to missed calls: primary care, behavioral health, physical therapy, women's health, nutrition, integrative and functional medicine, naturopathic doctors, and medspas. Cash-based or insured, in-person or remote — every plan includes the full platform.
01 · Why it matters
A missed call is a missed patient.
Front desks get pulled in three directions at once. The phone is usually the one that suffers.
Your front desk is already doing three jobs — checking people in, taking copays, and fielding the phone. The phone is the one that loses. New patients hear a ring-out, current patients get sent to voicemail, and everyone ends up frustrated.
The fix isn't another hold tune. It's an extra pair of ears on the line that doesn't sleep, doesn't take lunch, and speaks your scheduling rules natively.
02 · Why Ona
A receptionist with no coffee breaks.
Books on your real calendar
Every call books on your live Ona calendar and writes to the chart, so the front desk and clinicians work from the same live data.
HIPAA compliant
Calls are encrypted in transit and at rest, PHI stays in your tenant, and every call is logged to the patient record with a full transcript.
Human judgment stays in the loop
The agent hands urgent and sensitive calls to a person with a warm transfer instead of guessing. You choose the escalation list and the hours.
Handles multiple languages
Callers choose, or the agent adapts on the first few syllables — and can take a call in Spanish while writing the chart note in English.
Scripts you control
Your hours, your services, your cancellation policy, your voice. Scripts are editable without an engineering ticket.
03 · See it in action
A first-time caller, captured as a lead.
No record on file, no human picks up — and yet the intake lands cleanly in the CRM with the right team member notified.
04 · On the line
How a call is meant to flow.
Every call is answered, 24/7
No call drops to voicemail. A natural, unhurried greeting in your practice's voice, and the agent reads caller intent to route the conversation — no keypresses, no keywords.Booked against real-time availability
The agent honors service duration, clinician preferences, and buffer times, offers real slots, and sends a confirmation by SMS and email.Written into the chart before the call ends
Transcript, recording, and structured intake land on the patient record. First-time callers become leads in the CRM with the right team member notified.Handled in the caller's language
Callers choose, or the agent adapts on the first few syllables — and can take a call in Spanish while writing the chart note in English.Escalated when a human is needed
Urgent symptoms, billing disputes, or anything your rules flag as human-only get a warm transfer; sensitive flows ring a human directly. Scripts are editable without an engineering ticket.
05 · In practice
What it's for.
Solo MD, no front desk
The phone stops being the bottleneck.
New-patient calls get triaged, intake captured, and booked — while the clinician is still in a visit. No one's paid to watch the phone; no one needs to.
Multi-site group
One receptionist across every location.
Callers reach a single number and land on the right calendar, regardless of which clinic they wanted. Staff hiring stops being a per-location problem.
Concierge + after-hours
Members get a human feel, 24/7.
VIP callers recognised by phone number get bespoke greetings and priority escalation paths. The same rails handle after-hours calls for everyone else.
Bilingual community clinic
Care in the caller's first language.
Spanish-speaking patients don't wait for the bilingual coordinator to be free. The agent handles the full flow in their language and writes the chart note in English.
FAQ
What clinics ask before turning it on.
Is Ona an AI receptionist for clinics?
Yes. Ona's AI receptionist answers calls for clinics of any size, books appointments against your live Ona calendar honoring service duration, clinician preferences, and buffer times, and writes a transcript, recording, and structured intake to the chart before the call ends.
Does it work as an AI receptionist for healthcare practices?
Yes. It is built for healthcare practices across Ona's specialties, supports multiple languages, and keeps every call HIPAA compliant — encrypted in transit and at rest, with protected health information kept in your tenant and a full transcript logged to the patient record.
Can it handle urgent calls with 24/7 AI call answering for medical practices?
The AI receptionist answers 24/7, so no call goes to voicemail. Urgent symptoms and sensitive flows — such as mental-health distress or medication safety concerns — bypass the agent entirely and ring a human, and you can flag any call type as human-only.
Is there an AI virtual receptionist for a naturopathic clinic?
Yes. Naturopathic doctors are one of Ona's supported specialties, and every feature is available on every plan, so a naturopathic clinic gets the same AI virtual receptionist that answers calls, books visits, and captures intake into the chart.
How fast can it go live and what does it cost?
Most clinics are answering live calls within about a week, and number porting or running in parallel first is supported. The AI receptionist add-on starts at $100 per month for 400 call minutes, with larger minute tiers available and overage at $0.20 per minute.
Will my patients know they're talking to AI?
We recommend disclosing it once, up front — most patients are fine with it, and the honesty builds trust. The voice is natural enough that the experience feels familiar.
Ready when you are
Your phone, finally doing its job.
Book a fifteen-minute demo and we'll walk through a real call live, on your scripts.