AI Front Office for a Psychiatry Practice - platform screenshot

    AI Front Office for a Psychiatry Practice

    MD Psychiatry Clinic · Needham, Massachusetts · Healthcare · 3 weeks · Visit website

    Deployed an AI front office for a psychiatry practice losing patients to missed calls and no-shows: voice agent, digital intake, automated reminders, and recovery outreach.

    Scope of work

    Voice AI Agent

    Digital Intake

    Automated Reminders

    No-Show Recovery

    Tech stack

    Python

    Twilio

    OpenAI

    EHR Integration

    Overview

    Inbound calls are answered instantly, new patients complete intake the same day they book, and missed appointments trigger recovery outreach within two hours. The front desk handles exceptions instead of running the workflow manually.

    Challenge

    Front desk staff spent 5–6 hours/day on the phone. 30–40% of inbound calls went to voicemail during peak hours. No-show rates hit 22%, costing ~$5,000/month. New patient intake took 3–5 days because forms, insurance verification, and follow-ups were all manual.

    Approach

    Voice agent: An AI phone agent that answers every inbound call 24/7. Handles appointment scheduling, rescheduling, cancellations, and common questions. Routes clinical and urgent calls to staff.

    Digital intake: New patients receive a text link to a digital intake form immediately after booking. Collects demographics, insurance information, clinical history, and consent documents with automatic insurance eligibility verification.

    Automated reminders: Patients receive appointment reminders at 72 hours, 24 hours, and 2 hours before their appointment via text. Patients who don't confirm receive a follow-up call from the voice agent offering to reschedule.

    No-show recovery: When a patient misses an appointment, the system automatically reaches out within 2 hours to reschedule, capturing patients who typically don't rebook on their own.

    Results

    Metric
    Before
    After
    No-show rate
    22%
    13%
    Missed inbound calls
    30–40%
    Under 3%
    New patient intake time
    3–5 days
    Same day
    Staff phone time
    5–6 hrs/day
    1–2 hrs/day
    Revenue recovered monthly
    Not tracked
    $4,200

    "I used to lose patients to missed calls and no-shows. Novostra set it up so scheduling, intake, and reminders happen without me. Already thinking about what we can automate next."

    Gregory Labun, MD

    Gregory Labun, MD

    Board Certified Psychiatrist, MD Psychiatry Clinic