Skip to content
Book a Growth Consultation
AI voice agents · Clinics

AI Voice Agent for Private Clinics:
Every Patient Call Answered

Our AI voice agent answers every patient call on the first ring, books appointments, handles self-pay and insured patients and routes urgent calls, even in the 8am rush. It never gives clinical advice. We build it around your clinic and manage it every month.

Live in as little as 3 working days · Keep your number · Billed monthly, 30 days' notice

What is an AI voice agent for private clinics?

An AI voice agent is software that answers and makes phone calls for your clinic in natural, spoken conversation. It works out whether the caller is a new patient, an existing patient or someone worried after a procedure, answers from fees and information you have approved, books appointments into your diary and passes anything clinical to your team, with a summary of the call.

Callers don't press buttons or leave voicemails. They say what they need, and the agent responds the way a well-trained clinic receptionist would. The difference with OMH is that we set it up and run it for you: we write the script around your real calls, connect your diary and clinic software, and keep improving it.

How a call goes

Watch the phone. Each step lights up as the call reaches it.

  1. It listens.It hears whether it's a booking, a change, an insurance question or something urgent as the patient speaks.
  2. It works out the answer.It matches the request to your diary, fees and booking rules.
  3. It replies and acts.It answers in a natural voice, books the appointment or puts the call through.
  4. It reports back.Your team gets a summary of every call. Callers can interrupt or change their mind at any point.

Try it: pick a call and a tone, then listen in

Brookfield Clinic0161 496 0123, Manchester 00:00
Ruth, AI assistant

CallerI'd like to book a physio assessment for my knee. Do you have anything this week?
RuthYes. I have Thursday at 9:10 with Sarah. Shall I book it?

Assessment booked: Thu 09:10

Summary sent to reception: new self-pay patient, intake form sent by text

A day at your clinic

Calls don't arrive evenly.
Neither do the misses.

An illustrative weekday at a busy clinic with three consulting rooms. Most missed calls land in the 8am rush, over lunch and after closing, which is exactly when nobody is free to pick up.

Calls by hour, one weekday

232 calls, 79 missed (34%). Hover or tap a bar for the hour.

Illustrative figures, not data from a real business. Your phone provider's call log shows your own pattern.

  1. 08:00The morning rush

    Patients ring at 8 on the dot to be seen this week. One receptionist, two lines and a queue at the desk.

  2. 12:30Lunch cover

    One person on the desk, or nobody. The phone rings out while they check a patient in.

  3. 18:00After closing

    Patients ring after work. Voicemail picks up and many hang up without leaving a message.

  4. Work out what it costs your clinic

What's included

What it does for your clinic,
and what we run for you

New patients, appointments, urgent calls, follow-ups and the questions in between, handled the way a good clinic receptionist would. Pick a capability to see it in action. Features marked Growth and Scale aren't on Starter.

First-ring answering, 24/7

The agent

Every patient call answered straight away, from the 8am rush to lunchtimes, evenings and bank holidays. No engaged tone and no hold music.

OMH, for you

We divert your clinic line, set your opening hours and agree what it picks up and when: overflow, out of hours or every call. Nothing goes live without your sign-off.

Your clinicians stay in charge

You decide the rules before it answers a single call. Out of hours, urgent calls go to your on-call line or the NHS 111 details you choose, never to a voicemail.

It handles

  • Bookings, moves and cancellations
  • New patient registration details
  • Opening hours, parking and directions
  • Self-pay fees and insurer details you approve

It hands to your team

  • Symptoms, results or anything clinical
  • Complaints and sensitive calls
  • Anyone who asks for a person
  • Questions it has no approved answer for

It never

  • Gives clinical or medical advice
  • Assesses symptoms or urgency itself
  • Pretends to be a person
  • Calls patients who have not agreed to it

Works alongside your clinic software

Bookings and notes go where your team already looks. We check your setup on the first call and tell you plainly what connects directly and what needs a workaround.

  • Cliniko
  • Semble
  • WriteUpp
  • Pabau
  • Google Calendar
  • Microsoft 365

How it works

Live in 3 to 15 working days. Answering every patient after that.

Part 1: Setup, done for you

  1. 01

    Connect

    You divert your clinic line. We link your diary, plus your clinic management software on Growth and Scale.

    Clinic line diverted

  2. 02

    Train

    We load your price list, self-pay and insurer rules, urgent route and booking rules.

    Booking rules set

  3. 03

    Test together

    You and your reception team ring it and try to trip it up. Nothing goes live without your sign-off.

    3 test calls passed

  4. 04

    Go live

    It answers on the first ring, from the 8am rush to bank holidays. We check and tune the first two weeks of live calls at no extra cost.

    Live and answering

Starter goes live in 3 working days, Growth in 5 to 7 and Scale in 12 to 15. The clock starts once we have your price list, booking rules and diary access.

Part 2: What happens to a new patient enquiry (Growth and Scale)

From website enquiry to a call back in under a minute.

Step 1: A patient finds you On Google or your website
Step 2: They enquire A form, an email or a call
Step 3: The lead lands In your clinic system
Step 4: Your agent rings them Within 60 seconds

Step 5: Then one of three things happens:

  • A first appointment booked In your diary
  • A warm transfer Put through to reception
  • A follow-up If they are not ready yet
Step 6: A summary and tags Written back to your system
Answer speed
1st ringanswer speed
New lead call time
60 secto call new patient enquiries(Growth and Scale)
Hours
24/7bank holidays included
Clinical advice given
0clinical advice given

Use cases

Clinic use cases by type of call

A clinic front desk gets the same eight kinds of call, day in, day out. We script your agent around each one. Pick a call to see how the agent handles it.

New patients01 / 08

New patients: booked while they are still on the phone

New patients ring around until someone answers. The agent takes the details your clinic needs, checks your new-patient slots and books the first appointment with the right clinician.

  • Takes contact details and whether they are self-pay or insured
  • Books the first appointment with the right clinician
  • Sends intake forms and directions by text

Not sure how your calls would fit?

Tell us who rings your clinic and why. We'll map your calls and show you what the agent would handle and what it would pass to reception.

Book a 30-Minute Demo

Sample calls

Clinic sample calls, by call type

Hear how our AI voice agent handles six everyday clinic calls, from booking a first visit to passing a worried patient to the clinical team. These are sample recordings with made-up clinics and patients. We'll add client results here once we've checked them with each client.

8
kinds of clinic call it's scripted for
0
clinical advice given, on any call
10
UK cities with local numbers
0:00 / 1:16

Appointment Booking

Our AI voice agent booking a new patient's first physiotherapy visit, offering two afternoon slots and texting a confirmation.

0:00 / 0:52

Appointment Cancellation & Rescheduling

Our AI voice agent checking a second detail to find the right booking, then moving a physio appointment to Friday.

0:00 / 0:49

General Information & FAQs

Our AI voice agent answering questions on Saturday hours and services, and passing a referral question to reception.

0:00 / 0:58

New Patient Registration & Enquiry

Our AI voice agent explaining how registration works, taking the caller's details and checking appointment times.

0:00 / 0:36

Appointment Follow-up & Reminders

Our AI voice agent calling a patient about Thursday's physio appointment and recording that they'll attend.

0:00 / 0:52

Patient Enquiry, Triage Routing & Human Handover

Our AI voice agent declining to assess symptoms, logging a callback for the clinical team and pointing emergencies to 999.

Pricing

AI voice agent pricing for private clinics

Three plans, billed monthly, no minimum contract. Every plan includes a managed agent, a British voice, a summary of every call and a monthly report. Prices exclude VAT.

Starter

One clinic, one agent answering and booking. Best for a single site with straightforward phones.

£249 a month + VAT, billed monthly

Included
300minutes a month
Setup
£795one-off fee
Live in
3working days

Then 60p a minute past your allowance.

  • Answers every inbound call, day and night, on your existing number
  • Answers only from your approved information
  • Books appointments into one diary
  • Takes a proper message when it can't help, with name, number and reason
Everything included and what isn't
  • Texts the caller a confirmation
  • Emails you a written summary of every call
  • A British voice, your greeting and your opening hours
  • Monthly usage report

Not included

  • Writing into a CRM
  • Live transfer to a person
  • Out-of-hours routing rules
  • Outbound calling
  • More than one clinic
Book a 30-Minute Demo
Where most clinics start

Growth

For a clinic where the phone fills the diary. Where most clinics should start.

£449 a month + VAT, billed monthly

Included
500minutes a month
Setup
£1,295one-off fee
Live in
5 to 7working days

Then 60p a minute past your allowance.

  • Everything in Starter
  • Live transfer to a person, with everything the caller already said passed across
  • Out-of-hours and overflow rules you set
  • Writes each enquiry into your clinic management system
Everything included and what isn't
  • Calls new patient enquiries within 60 seconds
  • Routes calls at the first question, for example new patients, urgent or insured
  • Missed-call recovery: an automatic text to the caller and a callback task for your team
  • Outbound calls to patients who have consented, for reviews, reminders and no-shows
  • Recording and searchable transcript of every call
  • Monthly optimisation call: we read the transcripts and improve the script
  • Up to three enquiry routes

Not included

  • A second clinic, site or agent
  • A second CRM or system
  • Call outcomes reported against your ad spend
Book a 30-Minute Demo

Scale

For groups of clinics or sites, each with its own diary, on one managed service.

£849 a month + VAT, billed monthly

Included
900minutes a month
Setup
£1,995one-off fee
Live in
12 to 15working days

Then 60p a minute past your allowance.

  • Everything in Growth
  • Up to three clinics or sites, each with its own script, voice and diary
  • Routing across clinics by where the patient is or what they ask for
  • Per-clinic reporting, so you can see which site converts its calls
Everything included and what isn't
  • Call outcomes reported alongside your Google Ads and website data
  • Script and knowledge updates within one working day
  • A named account manager
  • Quarterly review with a senior strategist

Not included

  • A fourth clinic or site (a priced add-on)
  • Bespoke software development
  • Integrations we haven't built before (quoted separately)
Book a 30-Minute Demo
VAT
All prices exclude VAT.
Minutes
We count answered inbound calls and connected outbound calls. Unused minutes don't roll over, and we warn you at 80% of your allowance. Minutes past your allowance cost 60p each on every plan.
Setup
The one-off fee covers discovery, the build, the integrations and supervised checks on your first two weeks of live calls. We agree it in writing before work starts.
Extra clinics
Scale includes up to three. Each extra one is £495 setup and £49 a month. Above six, we quote the whole service.
Contract
Billed monthly, with 30 days' notice.
Integrations
What connects depends on the software you use. We confirm it on the discovery call.
Delivery
The clock starts once we have your price list, booking rules and diary access.

Local cover

Private clinics across the UK. A local number for each clinic.

Patients trust a local number. Your agent answers on your existing line, or on a new one with your city's code. We set clinics up by video call and phone from Hullbridge, Essex.

  • Local 020 number

    London

    Good morning, you're through to the clinic's AI assistant. Are you calling to book, or about something urgent?

    Covers Greater London

  • Local 0121 number

    Birmingham

    Thanks for calling. Are you an existing patient, or would you like to book a first appointment?

    Covers Birmingham and the West Midlands

  • Local 0161 number

    Manchester

    Hello, you're through to reception's AI assistant. Would you like a physio assessment or a follow-up?

    Covers Greater Manchester

  • Local 0113 number

    Leeds

    Thanks for calling. I can book, move or cancel an appointment for you. Which would you like?

    Covers Leeds and West Yorkshire

  • Local 0151 number

    Liverpool

    Good morning. If you're worried after a procedure, I can put you through to the nurse. How can I help?

    Covers Liverpool and Merseyside

  • Local 0117 number

    Bristol

    Hello, you're through to the clinic. Are you calling about a scan or a skin check?

    Covers Bristol and the South West

  • Local 0114 number

    Sheffield

    Good afternoon. Would you like to book with a physiotherapist or a sports therapist?

    Covers Sheffield and South Yorkshire

  • Local 0115 number

    Nottingham

    Thanks for calling. Will you be paying for yourself, or using your health insurance?

    Covers Nottingham and Nottinghamshire

  • Local 0116 number

    Leicester

    Hello. I can talk you through our fees and packages, or book you in. Which would help?

    Covers Leicester and Leicestershire

  • Local 0191 number

    Newcastle

    Good evening, the clinic is closed. I can book you in, or give you the urgent care details.

    Covers Newcastle and Tyneside

1 / 10
Book a 30-Minute Demo

Somewhere else? We set up clinics in towns and cities across the UK. Ask us about your area

Questions

What private clinics
ask us first

Straight answers on clinical safety, urgent calls, self-pay and insured patients, clinic software and patient data. See how our AI voice agent works for other UK businesses.

Ask us about your clinic

Talk to a person on our UK team about your new patient, urgent and follow-up calls. No sales script.

On the demo, try

  1. 1Book a physio assessment for next week as a new patient
  2. 2Say you're worried after a procedure and hear how it routes you
  3. 3Ask something it can't know, and hear what it does
Book a Voice Agent Demo

Showing all 18 questions

Will patients know they are talking to an AI?

Yes. Every agent says it is an AI assistant at the start of the call. Patients deserve to know, and anyone who would rather speak to a person can ask.

Does it give clinical or medical advice?

No. The agent never assesses symptoms, suggests treatment or gives medical advice. It books, answers practical questions from information you approve and passes anything clinical to your team.

What happens with urgent calls, including worries after a procedure?

It follows the route you set. In opening hours, calls about symptoms, side effects or a recent procedure go to your duty clinician or nurse. Out of hours they go to your on-call line or the NHS 111 details you choose. Every urgent call is flagged at the top of the morning summary.

Does it work for self-paying and insured patients?

Yes. It follows your rules for each: which insurers you work with and what they need before a booking, such as an authorisation number, self-pay fees from your price list, and any package or membership details you approve.

How does it handle elderly or anxious patients?

It speaks clearly, takes its time and repeats details when asked. Anyone who wants a person is put through in your opening hours, or a message is taken for a call back.

Can it fill last-minute cancellations?

Yes. When a patient cancels, it offers to rebook them, then offers the free slot to waitlist patients who agreed to short-notice offers.

Can the agent put a patient through to reception?

Yes, on the Growth and Scale plans. You set the rules: urgent calls, complaints, clinical questions and anyone who asks for a person can be put through to the right phone. Outside your hours, and on the Starter plan, the agent takes a detailed message and sends it to your team.

What happens when the agent doesn't know the answer?

It says so. The agent answers only from information you have approved, so when a question falls outside that, it offers to take a message or transfer the call. We review those moments and add the answers worth adding.

Does it work with our clinic management software?

It works with most diaries and clinic systems. We check yours on the first call and tell you plainly what connects directly and what needs a workaround.

Can it book different clinicians and appointment types?

Yes. It books by clinician, room and appointment type, such as an initial assessment or a follow-up, and keeps to the lengths and rules you set. Anything that needs a referral or a clinician's say-so first goes to your team.

Can we keep our phone number, or get a local one?

You can keep your number and divert calls to the agent, either all of them or only the ones reception misses. If you want a local number for a new clinic, we can set one up.

How long does setup take?

Starter goes live in 3 working days, Growth in 5 to 7 and Scale in 12 to 15. The clock starts once we have your price list, booking rules and diary access. If your clinic is more complex than usual, we give you a realistic timeline after the discovery call, before you commit to anything.

Is patient data kept safe?

You remain the data controller and OMH acts as your processor under a written data processing agreement, in line with UK GDPR. We agree what is stored, where and for how long before go-live.

Are calls recorded?

Only if you want them to be. Patients are told at the start of the call, and recordings are deleted on the schedule you set.

Can it call patients about reviews and follow-ups?

Only patients who have agreed to reminders. We follow the UK PECR rules and act on opt-outs straight away; opt-outs are removed the same day. We don't run cold calling campaigns.

Will it replace our receptionists?

No. It takes the overflow and the routine calls, so your team can look after the patients in front of them. You choose when it answers: only when the lines are busy, only out of hours, or first on every call. Anything clinical, sensitive or complicated still goes to your team.

How much does an AI voice agent cost for a private clinic?

Our managed AI voice agent starts at £249 a month plus VAT with 300 minutes included, and a one-off setup fee from £795. Growth is £449 a month and Scale, for groups of clinics, is £849 a month. Extra minutes cost 60p each on every plan.

Is there a minimum contract?

Plans are billed monthly with 30 days' notice. We set out the terms in writing before you start, including what's included each month and what counts as extra. Every invoice shows your included minutes and any overage.

Book a Demo Call 020 3489 3934

Book a 30-minute demo for your clinic

  1. 1Pick a time
  2. 2Your details
When suits you?

These are UK times. We'll confirm by email, or suggest another if it's taken.

Day

Time