For Private Practice Physicians · Practice Overview
Sophia AI
Always Answered
A front desk that never closes — 24 hours of coverage, a fuller schedule, and more revenue from the patients already calling you.
The Opportunity
Your phone is your busiest revenue channel.
Every call that gets answered is an appointment that can get booked.
65%
of patients prefer to book by phone — more than online and in person combined.
Phreesia survey of ~14,000 patients
29.5%
of patient scheduling actions happen outside regular business hours.
Mayo Clinic study, JMIR Medical Informatics, 2021
$150
average revenue per primary care encounter.
MGMA benchmark, outpatient primary care
- ↑Nearly three in ten scheduling decisions are made when a typical office is closed — and the phone is still where patients want to make them.
What Sophia doesSophia answers the calls your team can't get to — and turns them into booked appointments.
Sources: Phreesia, “Appointments and Referrals: Understanding Patients' Preferences” (n≈14,000). North F, et al., JMIR Med Inform 2021;9(3):e23450 — 29.5% (354/1,201) of patient self-scheduling actions occurred outside regular business hours. MGMA outpatient encounter benchmark.
24-Hour Coverage
Open at 2 PM. Open at 2 AM.
Sophia answers every hour your practice isn't staffed — and every hour it is.
☾Nights
The call that would have hit voicemail books instead.
▦Weekends
Monday's schedule fills while the office is closed.
◷Lunch & breaks
Coverage through the hour your front desk steps away.
✈Holidays & sick days
No coverage gap when your team is out.
- ◆New patients reach a real, helpful voice on the first try — at the exact moment they decided to find a doctor.
- ◆Your team walks in Monday to appointments already on the schedule, not a voicemail queue to work through.
The resultA patient who calls at 9 PM Friday walks in Monday morning — instead of calling the practice down the street.
Run Your Own Numbers
What the unanswered calls are worth.
Three numbers decide it. Two of them are yours — put your real figures in and see what falls out.
After-hours calls
per month
60
Your number
×
Share that would
have booked
40%
Your number
×
Revenue per
encounter
$150
MGMA benchmark
=
Recovered
revenue
$3,600 / mo
$43,200 a year
- ◆The middle number is the one worth arguing about — so we don't guess it for you. Once Sophia is live you stop estimating entirely: the weekly review reports how many calls she took and how many became appointments.
Worth notingEven at a 10% conversion, the calls you're missing today more than pay for the service.
Illustrative example. Call volume and conversion rate are inputs for your practice to set — they are not published figures and we make no claim about them. $150 per encounter is the MGMA outpatient primary care benchmark. After-hours demand basis: North F, et al., JMIR Med Inform 2021;9(3):e23450.
Overflow Coverage
When your receptionist can't pick up, Sophia does.
During office hours, your receptionist is always first. Sophia catches what's behind her.
- ⇄Second caller, answered instantly. While your receptionist is on line one, Sophia takes line two.
- ✓Nobody sits on hold. No hold music, no phone tree, no callback request that never gets returned.
- ★Your receptionist stays the voice of the practice — and stops apologizing for the phone ringing during a check-in.
Staff relief, not staff replacementYour team gets to focus on the patient standing in front of them.
A Fuller Schedule
More answered calls. More booked appointments.
- ▤She books, not just messages. Sophia checks real availability and schedules the appointment on the call — no callback loop.
- ↻She follows up outbound. Patients due for an annual physical get a call offering to book it — only 8% of adults 35+ receive all the preventive care recommended for them, and nobody has time to chase the rest by hand.
- ↺She fills the gaps. Cancellations and reschedules get handled the moment the patient calls — and the caller who would have hung up and dialed the next practice on the list stays yours.
The compounding effectA fuller schedule from the demand you already have — no new marketing spend.
Preventive care: Borsky A, et al., “Few Americans Receive All High-Priority, Appropriate Clinical Preventive Services,” Health Affairs, 2018 — 8% of adults aged 35+ received all high-priority services recommended for them.
Cleaner Revenue
Insurance verified before they walk in.
Sophia runs real eligibility at the moment of scheduling — not the morning of the visit.
26.6%
of claim denials trace back to registration and eligibility — the single largest category.
Change Healthcare Revenue Cycle Denials Index
$12.3B
a year the industry still leaves on the table doing eligibility checks the manual way.
CAQH Index, annual savings opportunity
- ◈Coverage, copay, and deductible confirmed while the patient is still on the phone — not on the morning of the visit.
- ✓Eligibility problems surface days early, when there's still time to fix them.
Live todayReal-time eligibility through our verification partner — under a signed BAA.
Sources: Change Healthcare Revenue Cycle Denials Index — registration/eligibility accounts for 26.6% of denials. CAQH Index — full adoption of electronic eligibility and benefit verification represents ~$12.3B in annual savings across medical and dental.
Patients Appreciate It
She introduces herself — every time.
Sophia says who she is at the top of every call. Patients respond well to being told.
“Hi, I'm Sophia, the AI assistant with Dr. Smith's office. How can I help you today?”
- ◆Introduced as part of your team — not an outside answering service.
- ◆She uses her own name and says plainly what she is — patients always know exactly where they stand.
- ◆Honesty up front is also what state AI-disclosure laws are moving toward. You're already on the right side of it.
Why it worksPatients relax the moment they know exactly who they're talking to. Transparency is the feature, not the disclaimer.
Always a Human Available
A real person is always one sentence away.
Any patient who wants your staff gets your staff — they only have to say so once.
“If you'd rather speak with our receptionist, I can connect you right now.”
- →Offered on the call, not buried in a menu.
- →During office hours the call goes to your front desk. After hours, Sophia takes a message and flags it first thing.
- →Every caller has a real person available to them, from the first second of the call.
The effectKnowing your staff is right there is exactly what makes patients comfortable letting Sophia handle the rest.
She Knows Her Limits
When it needs a human, she hands it over.
Sophia's core rule: when in doubt, get a person. She never guesses about medical matters.
- !Urgent or crisis language — patients are directed to 911 or the 988 crisis line, with scripting built by physicians.
- !Clinical questions — she takes the message for your team instead of improvising an answer.
- !Anything outside her scope — practice policy, billing disputes, anything unusual goes to a human.
The design principleAn assistant who says “let me get someone for you” is worth far more than one that tries to be impressive.
She Gets Better Every Week
Weekly call review — done by us, for you.
Every call Sophia handles for your practice is reviewed every week. You get the findings; we do the work.
1
Every call transcribed
Each call Sophia takes for your practice is captured and transcribed.
›
2
Our team reviews weekly
We look for anything she handled awkwardly, missed, or should have escalated.
›
3
You get a summary
What she handled, what we found, and what we recommend changing.
›
4
We implement the fix
Approved changes go into her scripting. No work lands on your staff.
The differenceSophia is the only member of your front desk who gets a performance review every single week.
Full Visibility
You see exactly what she said.
- ●Every Sophia call is recorded and transcribed — nothing about how she speaks to your patients is hidden from you.
- ⌕Search any call, any day, any patient, from your practice dashboard.
- ◎Your staff can spot-check her the same way you'd spot-check a new hire's first month.
AccountabilityIf something needs correcting, you'll see it in the transcript before a patient ever mentions it — and we'll fix it that week.
Built for Healthcare
HIPAA-ready from the foundation up.
Sophia was built by physicians who knew what the compliance bar had to be.
- ✚Signed BAAs with every vendor in the stack that can touch patient information.
- ◈Minimal data by design — patient details live in your EMR, not in a marketing database.
- ⌸A full audit trail — calls and system access are logged and retained, so there's a record if you ever need one.
- ✓A documented go-live checklist your practice signs off on before Sophia takes a single live patient call.
Your BAAYou get a BAA with us. In writing, before go-live — not after the first incident.
Hear Her Yourself
Call her right now. No demo scheduled.
✆(954) 419-5004
- ✆Pick up your phone and call (954) 419-5004. No form, no salesperson, no waiting for a slot on a calendar.
- ◷Try her the way a patient would — book something, change your mind, ask her a question she shouldn't answer.
- ✓Then decide. Judge the voice your patients would hear, before a single patient hears it.
Try before trustWe'd rather you test her yourself than take our word for any of this.
What's Included
What Sophia Handles for Your Practice
☾
24/7 coverage
Every call answered — no hold, no voicemail, no missed opportunity.
⇄
Daytime overflow
Picks up when your receptionist is already on another line.
▤
Scheduling in your EMR
Connected to your system during onboarding — Athena, Tebra, eClinicalWorks, Elation, DrChrono.
◈
Insurance verification
Eligibility, copay, and coverage confirmed at the moment of scheduling.
↻
Outbound follow-up
Calls patients due for an annual physical and books them.
⌕
Weekly review & tuning
We review her calls every week and implement the improvements.
No disruptionWorks alongside your existing phones and EMR. No rip-and-replace, no retraining your staff.
You Set the Pace
Start with the calls you're already missing.
Phase 1
After hours
Nights and weekends. Pure upside — these calls go to voicemail today.
Phase 2
Daytime overflow
Peak hours and lunch, when your team is already on another line.
Phase 3
Full coverage
Whenever the weekly reviews have earned it. Entirely your call.
- ◆Every phase is optional. There's no stage you're required to reach.
- ↩You can dial coverage back at any point, for any reason.
Phase 1 is free moneyYou're not risking anything to start — those calls aren't being answered today.
Getting Started
Try Her Free. Keep Her Only If She Earns It.
- 3030-day free trial — see the booked appointments before you pay for any of them
- ∞Month-to-month after that — no long-term contract
- 48Live in about 48 hours, with no disruption to your phones or your staff
- ✓Cancel any month. The relationship is earned monthly.
“The front desk that never calls in sick, never puts a patient on hold, and never lets a new patient go to voicemail.”
Try it yourself — call Sophia
✆(954) 419-5004
Sources
Where These Numbers Come From
- 65% prefer booking by phonePhreesia, “Appointments and Referrals: Understanding Patients' Preferences.” Survey of approximately 14,000 patients: 65% preferred scheduling by phone, 18% online, 15% in person.
- 29.5% of scheduling actions occur outside business hoursNorth F, Buss R, Nelson EM, et al. “Impact of Web-Based Self-Scheduling on Finalization of Well-Child Appointments in a Primary Care Setting.” JMIR Medical Informatics 2021;9(3):e23450. Mayo Clinic; 354 of 1,201 self-scheduling actions occurred outside regular business hours.
- $150 average revenue per primary care encounterMGMA benchmark for average revenue per outpatient encounter, primary care practices. Specialty practices average $233.
- 8% of adults receive all recommended preventive careBorsky A, Zhan C, Miller T, et al. “Few Americans Receive All High-Priority, Appropriate Clinical Preventive Services.” Health Affairs 2018;37(6). Adults aged 35 and older.
- 26.6% of denials trace to registration and eligibilityChange Healthcare Revenue Cycle Denials Index. Registration/eligibility is the largest single denial category, ahead of authorization/precertification (11.6%) and service not covered (10.6%).
- $12.3B annual eligibility-verification savings opportunityCAQH Index. Estimated annual savings available to the medical and dental industries from fully electronic eligibility and benefit verification.
The call-volume and conversion figures on the “Run Your Own Numbers” slide are illustrative inputs for your practice to set — they are not published statistics, and Sophia AI makes no claim about them. Once Sophia is live at your practice, those figures are replaced by your actual measured numbers in the weekly review.