Who this is for

Local SMBs that can’t staff phones at all hours — but can’t afford to lose inbound calls: Legal, Veterinary, Accounting, Home Services, and other appointment-based practices. If a missed call = lost revenue, this is for you.

How it works

Answer & Qualify

AI receptionist answers 24/7, captures intent, gathers intake details, and routes or books based on your rules.

Sync to CRM/EMR

Pushes contacts, notes, and outcomes into HubSpot (or your EMR/PM). Keeps a clean source of truth.

Report & Improve

Weekly summary: call volumes, conversions, missed-to-booked recovery rate, and next best optimizations.

Tool flows we implement

OpenPhone + Sona + Calendly/Google + HubSpot

Great generalist stack for SMBs. Call handling with AI triage, booking, and CRM sync.

Smith.ai AI Receptionist + HubSpot + Tailored Intake

High-conversion intake flows (ideal for legal/accounting). We wire lead scoring + automations.

RingCentral AI Receptionist (HIPAA)

For practices with PHI. Compliant call flows; bridges to scheduling/EMR where appropriate.

Zoom Phone VA + Calendly / EMR Bridge

Leverages your Zoom stack with a virtual assistant and a safe handoff to calendaring or EMR.

Prefer a different phone system? We’ll adapt the flow to your tools and policies.

What you get

Discovery & call-flow design (routing, escalation, after-hours rules)
Custom intake questions and field mapping (HubSpot/EMR)
Scheduling setup (Calendly/Google), buffers, reminders, and no-show guardrails
Phone system/IVR configuration and voicemail fail-safes
Quality-assurance runbook + fallback to human when needed
Training for your staff + 14-day post-launch tuning

Typical launch: 72 hours from kickoff. Flat-fee implementation; optional monthly optimization.

Book a Free 15-Minute Demo Start with a $249 Tech Alignment Audit

FAQ

Can AI handle complex intake?

Yes — we capture structured details (matter type, service category, budget, urgency) and push them into your CRM/EMR with clean labeling.

What about compliance and privacy?

We follow your compliance needs (HIPAA for healthcare, PII handling for legal/accounting). We use approved vendors and restrict data sharing by default.

Do you replace our staff?

No. We extend your team so after-hours and overflow calls convert rather than go to voicemail.

What if a caller needs a human?

We set escalation routes (live transfer, priority callbacks) and unify voicemails with your CRM tasks.