01
The phone rings during testing.
Your best people are with patients, so callers hit voicemail and most never leave one.
For independent hearing practices
Your patients don’t like phone calls. Your practice runs on them.
HearingCare AI becomes your phone system and front desk assistant. Every call, text, email, and website message gets an answer in seconds, day or night. Patients ask for the appointment they want, and your team confirms it in one tap.
Every inquiry answered within 60 seconds, 24/7, or that month is free.
Live demo · Lakeside Hearing is a sample practice
One inquiry, start to finish.
Lakeside Hearing
Automated assistant · Text
- Daughter, 9:48 PM:
Hi, my dad needs a hearing test but he struggles on the phone. Can I set it up for him?
- Lakeside Hearing assistant, 9:48 PM:
Of course, and you can do it all right here by text. Is this his first visit with us?
- Daughter, 9:48 PM:
Yes.
- Lakeside Hearing assistant, 9:49 PM:
Got it, a new patient hearing evaluation. What days work best, and is morning or afternoon better?
- Daughter, 9:49 PM:
Thursday or Friday morning.
- Lakeside Hearing assistant, 9:49 PM:
Perfect. I’ve sent that to our team. They’ll text you first thing tomorrow to confirm an exact time. Anything else I can help with tonight?
Front desk
Next morning ·8:12 AM
Appointment request
Received 9:49 PM
- Visit
- New patient hearing evaluation
- Days
- Thursday or Friday
- Time
- Morning
- Channel
- Text
ConfirmedOffer 2 times
Confirmed by the front desk 8:12 AM
Request received 9:49 PM. Confirmed by the front desk 8:12 AM.
Calls, Texts, Email, Chat, Missed calls, After hours, Weekends
Chapter 01 · The problem
The front desk is where good patients get lost.
Your marketing works. People call, text, and fill out forms. Then the phone rings while everyone is in the booth, a form sits until morning, a text never gets answered, and that patient books with whoever responded first. You never see it happen, so it never shows up in a report.
02
Families research after hours.
Evenings and weekends are when the adult child finally sits down to help. Your office is closed.
03
Your patients would rather text.
The people you serve often struggle on the phone, and they’re the ones you make call.
04
Nobody knows what slipped.
Missed calls and unanswered forms don’t show up anywhere, so the loss is invisible.
Chapter 02 · How it works
Instant answers for patients. One-tap confirmation for your team.
Step 01
A patient reaches out
By phone, text, email, website chat, or a missed call. Every channel lands in one place.
PhoneTextEmailChatMissed callOne placeStep 02
They get an answer in seconds
Our assistant replies right away, answers common questions about hours, services, location, and what to expect, and always says it’s an automated assistant.
Automated assistantAnswered in 4sStep 03
They ask for the visit they want
The assistant collects the appointment type, the days that work, and morning or afternoon. Patients never get a booking they can’t keep.
New patient hearing evaluationThursday or FridayMorningStep 04
Your team confirms in one tap
The request arrives as a card with everything you need. Confirm a time, or offer two alternatives, right from your phone or desk.
Confirm a timeOffer two alternativesStep 05
Nothing falls through
If a request sits unconfirmed, we remind your team, then escalate to the owner. Overnight requests are first in the morning queue.
- 1Reminder to your team
- 2Escalated to the owner
- 3First in the morning queue
Works alongside the scheduling system you already use.
No switching, no integration project.
Chapter 03 · Your website
A fast website, built to convert.
Your website is often where a patient, or their daughter, decides whether to reach out. We write it, build it, and host it, and every page is designed to turn a visit into a call, a text, or an appointment request.
01
Fast and mobile-first
Built for the phone in your patient’s hand. Pages load fast, the text is large, and every button is easy to tap.
02
Call or text from every page
Click-to-call and click-to-text sit on every page, so reaching you is always one tap away.
03
The assistant, built in
Questions about hours, services, location, and what to expect get answered in seconds, right on the page, day or night.
04
Every form lands in your inbox
Website forms and chat requests arrive in the same inbox as your calls and texts, as request cards your team confirms in one tap.
05
Easy for AI search to describe
Content is structured so AI search tools can find and describe your practice.
06
Written, built, and hosted for you
We write the copy and build the pages from your intake form, and you approve it before launch. Hosting, security, and updates are included.
Want a website like this for your practice? It’s included, written, built, and hosted for you.
Join the waitlistChapter 04 · What’s included
One system for every way patients reach you.
One inbox
Every channel answered
- Phone
- Text
- Chat
- Missed call
- 01
Your phone system
We move your existing numbers over. Calls ring on desktop and mobile apps, with desk phones available. Voicemail transcription, call recording with disclosure, and routing by location and hours.
- 02
An assistant that answers 24/7
Answers after hours and when your team is busy, by phone, text, email, and chat. Identifies itself as an assistant and hands off to a person whenever a patient asks.
- 03
Business texting on your own number
Two-way texting for your whole team, plus automatic text-back to anyone who calls and doesn’t get through.
- 04
Automatic follow-ups
Appointment requests, missed-call recovery, and reminders to confirm, all running without anyone remembering to do it.
- 05
A website built to answer questions
A fast, mobile-first site with the assistant built in, click-to-call and click-to-text on every page, and content structured so AI search tools can find and describe your practice. Written, built, and hosted for you.
- 06
A monthly front desk report
Every inquiry, every request, and how fast your team confirmed it.
- 07
Setup done for you
One intake form and one 30-minute training call. We build the rest.
60seconds
Every inquiry answered within 60 seconds, or that month is free.
24/7
Phone, text, email, and chat, day or night.
1tap
For your team to confirm a request.
3weeks
Usual time to set up. You keep your current service until the move is complete.
30days’ notice
Month-to-month after setup. Your numbers go with you.
Chapter 05 · The monthly report
See exactly who reached out, and what happened next.
Most practices have never seen their own front desk numbers. Every month you get a one-page report showing:
- Inquiries by channel: calls, texts, emails, chat, and missed calls recovered
- Appointment requests by type, such as new patient evaluations, consults, repairs, and follow-ups
- Median time from request to confirmation
- Confirmed requests, and the ones that slipped, listed by name so you can follow up
- Call reasons and coaching notes on how calls were handled
Front desk report · Lakeside Hearing
September
Sample report
Inquiries by channel
- Calls118
- Texts84
- Emails27
- Chat46
- Missed calls recovered19
Requests by type
- New patient evaluations16
- Consults7
- Repairs12
- Follow-ups19
Median time from request to confirmation
38 min
Confirmed51
Slipped3
Slipped requests, for follow-up
- Patient ANew patient evaluationText · not confirmed
- Patient BRepairMissed call · not confirmed
- Patient CConsultWeb chat · not confirmed
Call reasons
Hours and directions · New patient questions · Repairs and batteries
Coaching note
Two calls: offer to continue by text when a caller is having trouble hearing.
Sample report. Illustrative data, not client results.
Chapter 06 · What we don’t do
Straight answers about what this is, and what it isn’t.
We’d rather tell you now than surprise you later.
- 01
We don’t book directly into your scheduling software.
Patients request a time, and your team confirms it. That’s by design: it works with any system, and patients never get a slot that turns out to be wrong.
- 02
We don’t give medical advice.
The assistant answers practical questions. Anything clinical, urgent, or unusual goes straight to a person.
- 03
We don’t tell patients what insurance covers.
Benefits questions get routed to your team.
- 04
We don’t pretend to be human.
The assistant says it’s an assistant, every time, and a person is always one step away.
- 05
We don’t run your ads or your marketing.
We make sure the patients you already attract don’t slip away.
- 06
We don’t promise sales.
We promise every inquiry gets answered and every request reaches your team. What happens in the room is yours.
Chapter 07 · Pricing and guarantee
One price. Everything included. No long contracts.
Core
One location
$1,297per month
plus $2,500 one-time setup
- The phone system for up to 5 users
- The 24/7 assistant on phone, text, email, and chat
- Business texting
- Automatic follow-ups
- A fast, mobile-first website, written, built, and hosted for you
- Monthly report
- A monthly block of included calling minutes and texts
Each additional location
+$497per month
plus $750 one-time setup
Includes routing, assistant, and reporting for that location.
Month-to-month after setup. Cancel with 30 days’ notice. Extra users, desk phones, and usage beyond the included block are billed at cost plus a small margin, with notice before any overage.
Example, not a result
If your average hearing aid sale is around $4,500, one patient a month who would have slipped away pays for this several times over.
Every inquiry answered within 60 seconds, 24/7, or that month is free.
We guarantee what we control: no patient who reaches out is met with silence, and every appointment request reaches your team.
Chapter 08 · Test your own front desk
Find out what happens when a patient reaches out after hours.
Try it tonight, the way a patient’s daughter would on a Tuesday night. Run these eight checks on your own practice and mark each one. If any of them come up short, join the waitlist.
- 01
After-hours call.
Call your main number at 7 PM and note what happens.
- 02
Busy-hours call.
Call mid-morning and mid-afternoon, when clinicians are booked.
- 03
Web form speed.
Submit your website form and time the reply.
- 04
Missed-call follow-up.
Call, hang up, and see whether anyone follows up.
- 05
Text response.
Text your main number and see if it can receive and reply.
- 06
Website on a phone.
Can you find how to reach the practice in under 10 seconds?
- 07
Google Business Profile.
Check that hours, phone, and messaging are set up correctly, and compare with your top local competitors.
- 08
AI search.
Ask an AI assistant for a hearing provider near you. Is your practice named?
Mark each check as you go. Your answers stay in this browser.
Join the waitlistChapter 09 · Compliance
Built for healthcare from day one.
- We sign a Business Associate Agreement with every practice.
- Patient conversations stay on HIPAA-eligible infrastructure covered by BAAs with our vendors. Nothing goes into consumer AI tools.
- The assistant always identifies itself and offers a person.
- Calls are recorded only with a disclosure at the start of the call.
- Urgent or clinical concerns, like sudden hearing loss, pain, or dizziness, go straight to your team.
Chapter 10 · Questions
Asked, and answered.
Because a booking a patient can’t keep is worse than no booking at all. Our assistant collects exactly what the patient wants, and your team confirms the real time. It works with any scheduling system, with no integration project.
Yes. We become your phone system so every call, text, and voicemail flows through one place. We move your existing numbers, so patients dial the same number they always have.
Yes, always. The assistant says so, and a person is one tap or one word away.
They can still call and reach your team. What changes is that nobody hits a dead end. And many of them, and their families, would honestly rather text.
We remind them, then escalate to the owner. And the monthly report shows every request that slipped, by name.
One intake form, access to move your phone numbers, and a 30-minute training call. That’s it.
Usually about three weeks. Moving the phone numbers takes the longest, and you keep your current service until the move is complete.
Yes. Month-to-month after setup, with 30 days’ notice. Your numbers go with you.
Every patient who reaches out deserves an answer.
We’re opening the AI Front Desk to a limited number of independent practices. Join the waitlist, and we’ll reach out when there’s a spot for yours.