AI voice receptionist for multi-location eye care groups
Fill more chairs without hiring more front desk staff.
AEYEON answers every patient call, books appointments, and handles routine questions across every location 24/7, so your teams can focus on the patients already in front of them.
The problem at group scale
Your phones are the busiest front desk you have, and the least visible.
In one multi-location group we assessed, 10 to 15% of inbound calls went unanswered. About half of those callers were trying to book.
Every location answers differently
Hold times, scripts and follow-up change by site and by shift.
Missed calls nobody sees
A patient who hangs up doesn't show up in any report. They just book somewhere else.
Staff tied to the phone
The people who should be helping patients in the office spend hours on calls and callbacks.
After-hours goes to voicemail
Evenings and weekends are when many patients finally have time to call.
What it handles
Handles the calls your front desk takes all day.
Example call. Illustrative, not a real patient.
- New appointment
- Checks live availability, offers real open times, books itYour team gets a booked appointment and a summary
- Reschedule
- Finds the existing visit, offers real alternatives, rebooksUpdated appointment and summary
- Order status and prescriptions
- Collects the details and the requestA ticket with everything needed to follow up
- Hours, locations, directions
- Answers directly for the right locationLogged, nothing to do
- Wants a person, or it's urgent
- Transfers live to your team; takes a callback if no one picks upThe call, or a callback ticket
- Medical emergency
- Tells the caller to hang up and dial 911Logged
- Anything else
- Takes a clear messageA ticket with the caller's details and reason
Clinical questions, billing and anything that needs judgment stay with your staff. AEYEON's job is to make sure no caller is lost on the way to them.
Built for groups
One system across every location. Set up for each one.
Owners and ODs
Every location answers the same way, every time, and patients reach a person when they need one.
CFOs
Recover appointments lost to missed calls, on a predictable per-location cost.
COOs and operations leads
One view of call volume and outcomes across all locations, without adding headcount.
Per-location control
- Hours, providers, exam types and transfer numbers set for each location
- One call log and dashboard across the whole group
- One agreement covers every location
- Start with one location or all of them, and add more at your own pace
How a rollout runs
- Map your locations. Hours, providers, call types.
- Connect your schedule. Real availability.
- Configure each location. What goes to staff.
- Test calls with your team. Before patients hear it.
- Forward your lines. Location by location.
- Go live, review weekly. As call data comes in.
Our most recent rollout took six locations live at once.
Estimate
What are missed calls costing you?
A rough estimate based on 10 to 15% of calls going unanswered and about half of those callers trying to book.
Estimated revenue at risk per month
$0 to $0Estimate only. Assumes 22 open days a month, 10 to 15% of calls unanswered, and about half of unanswered callers trying to book. Your real numbers will differ.
Get your real numbers in a demoThe alternative
Adding hours covers some calls. AEYEON covers all of them.
| More front desk hours | AEYEON | |
|---|---|---|
| Coverage | Business hours, as staffed | 24/7, including weekends |
| Calls at the same time | One per person | Many at once |
| Consistency across locations | Varies by person and site | Same standard everywhere |
| Record of every call | Rarely | Every call, with a summary |
| Clinical judgment and in-office care | Yes | Stays with your staff |
Security and compliance
Built for patient data from day one.
BAA signed
With our clients, and with every vendor that touches patient data.
Dedicated US infrastructure
Hosted in the US on infrastructure dedicated to AEYEON. Not shared hosting.
Encrypted everywhere
In transit over HTTPS, and at rest with encrypted storage and encrypted daily backups.
Sensitive details redacted
Removed from stored call records. Recording links expire after 24 hours.
Short retention by default
Workflow logs are deleted after 7 days. Backups are kept for 30 days.
Verified requests only
Every call event is signature-checked before our system acts on it.
Safe call handling
Emergency callers are told to dial 911. Anyone who asks for a person is transferred.
End-to-end HIPAA compliant
Every system that touches patient data is covered by a signed BAA, from the first ring to your staff dashboard.
FAQ
Questions groups ask us.
What do callers hear when AEYEON answers?
A greeting in your practice's name, set up with you for each location. Callers can ask for a person at any time and are transferred live.
What happens if a caller wants a person?
AEYEON transfers the call live to your team. If no one picks up, it takes a callback request so the caller isn't dropped.
What about medical emergencies?
Callers describing an emergency are told to hang up and dial 911 right away.
Does it work with our scheduling system?
AEYEON books directly into a live practice schedule today. Tell us which system you use and we'll confirm how we connect during the demo.
Does it replace our front desk?
No. It takes the phone load so your staff can focus on patients in the office, and hands off anything that needs a person.
How long does setup take?
Locations go live in batches after test calls with your team.
Is it HIPAA compliant?
Yes, end to end. We sign a BAA with you, every system that touches patient data is covered by a BAA, and data is encrypted in transit and at rest on dedicated US infrastructure. See the security section for details.
What doesn't it do yet?
Outbound calls, text messaging and insurance verification are not live today, and Spanish is not supported yet. Planned next: appointment reminders, recall and reactivation, and text follow-up.
How is it priced?
Per location, based on the number of locations and call volume. Start with one location or several and add more at your own pace. You'll get a written quote after the demo.
See it on your locations.
In 30 minutes we map your locations, walk through a live call flow, and show you the staff dashboard.
Prefer email? Email us: hello@aeyeon.com