Cover more calls without adding front-desk load.
Vitalis helps independent practices capture missed calls, follow up with prospective patients, request reviews, and see what is working. Final capabilities depend on your systems, approved call paths, and compliance requirements.
12:31 PM · Lunch hour
The front desk is out. Vitalis picks up.
Answer-rate goal
A target set after a Week 1 baseline, not a current result
Review workflow
Results are reported from each practice's actual baseline
Implementation
Timing is confirmed after systems and call paths are validated
Patient data
Signed before any call goes through Vitalis
Example figures for illustration. Your results are measured against your own Week 1 baseline.
The cost of an unanswered phone
Every missed call is an opportunity worth measuring.
Practices commonly lose calls during lunch, after hours, and while the front desk is helping someone else. We establish your real baseline before making a revenue claim.
Missed demand
Use your average first-visit value and conversion rate. Vitalis reports the result from your own numbers.
Unfinished follow-up
Reschedules, recalls, and unanswered questions create work for the team and gaps in the schedule.
Interruptions and callbacks
We measure how much time routine phone coverage and follow-up take before automating any part of it.
Run your own numbers
What are missed calls costing you?
Estimate only. Uses 4.33 weeks per month and $200 per return visit.
What we install
Everything your front desk can't get to.
One system that answers, books, reminds, and asks for reviews, reported to you every Monday.
Managed call coverage
Covers approved lunch, after-hours, and overflow call paths after testing with your team.
- Natural voice
- Qualified booking where compatible
- Urgent call routing
Smart Reminders
Texts and emails at 48 and 24 hours with confirm and reschedule replies.
- Fewer no-shows
- Two-way replies
- Weekly report
Reviews and visibility
Consent-aware review requests, Google Business Profile improvements, and clear local search priorities.
- Review workflow
- Google Business Profile
- Monthly visibility report
Measurement and optimisation
A weekly operating report shows captured opportunities, booking outcomes, exceptions, and next actions.
- Baseline first
- Exception review
- Monthly optimisation
How it works
Target launch in two weeks. Measured for ninety days.
Week 1
Build
We script the AI on your hours, policies, and FAQs, connect your schedule, and test every call path with your team.
Week 2
Go live
Lunch, after-hours, and weekend calls are answered. Review requests start after visits.
Weeks 3 to 6
Tune
We review real calls, sharpen the script, and optimize your Google Business Profile.
Day 90
Results
We review your numbers against the Week 1 baseline and decide what to expand, change, or stop.
Founding Practice programme
One controlled offer. Three practices.
The first three qualified practices receive founder pricing while we establish the baseline, implementation process, and verified case studies.
Patient Access Foundation
A ninety-day implementation and proof programme
- Week 1 missed-opportunity and workflow baseline
- One approved call-coverage path
- Lead follow-up and review workflow
- Weekly operating report and monthly optimisation call
- Documented scope, safeguards, and handoff rules
Built by a doctor
I built Vitalis for my own practice first.
I'm Dr. Chase Waters, DAOM, with ten years in clinical practice and eight years owning an integrative practice. I know what unanswered calls, unfinished follow-up, and front-desk overload do to both patient access and the people trying to run the clinic.
Vitalis is the managed operating layer I wanted as a practice owner: carefully scoped workflows, clear escalation rules, and a weekly view of what actually happened.
HIPAA first
Patient data, protected.
BAA before go-live
We sign a Business Associate Agreement with your practice before any patient call goes through Vitalis.
Vetted vendors
Any tool that touches patient information must be covered by a signed BAA or excluded from the PHI workflow.
Minimum necessary
Reminders use a name, phone number, and appointment time. Never diagnoses or treatment details.
Your data stays yours
Data handling, retention, return, and deletion terms are documented before go-live.
Questions
What practice owners ask us.
Will patients know they're talking to AI?
The AI speaks naturally and uses your practice name, policies, and answers. It is scripted to be upfront that it is an automated assistant, and any caller can ask to reach a person.
Does it work with Eaglesoft, Dentrix, or Open Dental?
Compatibility depends on your software edition, account access, and available integration path. We verify your exact setup before promising scheduling automation.
What happens if a caller has an emergency?
The AI never gives clinical advice. Calls about pain, swelling, or other urgent symptoms are routed to your on-call process immediately.
Does this replace my front desk?
No. It covers the calls your team can't take: lunch, after hours, weekends, and busy lines. Your team spends less time on hold and more time with patients.
Am I locked into a long contract?
The Founding Practice programme has a ninety-day initial term so there is enough time to establish a baseline, implement safely, and measure the result. Continuation terms are agreed before renewal.
How long does setup take?
We target an initial launch in two weeks when access, approvals, and compatible systems are available. Your audit confirms the actual sequence before we promise a date.
Find out what your phones are costing you.
The Practice Audit is a free 20-minute call. We measure your missed calls, recall gaps, and front-desk time, and show you the numbers whether or not you work with us.
- 20 minutes on Zoom
- Your real numbers
- No obligation