Every phone call and web inquiry is handled immediately by IntakeOS — no voicemail, no hold time, and no waiting for a callback.
Prospective patients are qualified using your practice's criteria, guided into a booked consultation, and followed up if they do not attend — so your staff can stay focused on qualified, high-intent patients.
$0 setup · Performance-based pricing
The System
IntakeOS provides immediate patient intake across three scenarios, ensuring inquiries are handled without waiting for staff availability.
Evenings & Weekends
When your clinic is closed, IntakeOS handles every inquiry without staff involvement.
Web Form Inquiries — 24/7
Web form submissions are designed to receive a personalized response in under 15 seconds, around the cloc
Overflow Trigger — After 3 Rings
Inbound calls ring your staff first. If no one answers after 3 rings — because your team is already speaking with other patients — IntakeOS takes over instantly. No voicemail delay. No unnecessary callback chase.
IntakeOS conducts a natural qualifying conversation using your practice's own criteria, answers financing questions, and books the consultation directly into the doctor's calendar. A confirmation is sent by SMS and email. Your staff receive a Pre-Consultation Brief before the patient arrives — procedure interest, financing questions, and key concerns already documented.
IntakeOS sends reminders at 48 hours and on the day of the appointment. If a patient does not attend, a recovery workflow follows up and offers to rebook.
The human moment: IntakeOS manages every step from inquiry to booked consultation. The face-to-face consultation with your clinical team is 100% human. You are charged $150 USD only when a qualified patient attends their scheduled appointment.
Specialties
A missed inquiry can represent a high-value treatment opportunity lost to a faster practice.
Why IntakeOS
Configured around your specialty, practice criteria, patient journey, and consultation calendar.
Designed for HIPAA-compliant deployment in the United States and built around Canadian privacy and data-residency requirements. Compliance details are covered in the section below.
IntakeOS responds in seconds. Handles evenings, weekends, web forms around the clock, and overflow calls after 3 rings. Books, reminds, and follows up on no-shows while your team focuses on patients.
Your data, your system, your control. The clinic owns its server and its patient records.
Before each appointment, your staff receive a documented summary of the patient's procedure interest, financing questions, and key concerns — so the consultation begins informed.
Not a generic platform. IntakeOS is configured specifically for your specialty, your brand, your qualification criteria, and your patient profile. Every interaction reflects your practice — not a call centre.
Pricing
Setup
Full system configuration for your practice
$0 USD
Per verified attended consultation
Charged only when the patient attends their appointment
$150 USD
Monthly minimum
Applies only when zero consultations are attended during a calendar month
$100 USD
$0 setup. No onboarding fee of any kind.
$150 per verified attended consultation — charged only when the patient attends.
If one or more consultations are attended during a calendar month, no additional monthly minimum applies.
If zero consultations are attended during a calendar month, the $100 monthly minimum keeps the service active.
No charge applies to an individual no-show.
Compliance
Patient data in healthcare is a legal obligation, not an afterthought. IntakeOS is designed with compliance requirements built into the deployment architecture from the start.
US clinic deployments are designed for HIPAA-compliant infrastructure. US clinic deployments are designed for HIPAA-compliant infrastructure. Production environments, Business Associate Agreements, access controls, data handling, and infrastructure requirements are verified before any patient information is processed.
🔒 Designed for HIPAA-Compliant DeploymentCanadian clinic deployments are designed around BC's Personal Information Protection Act (PIPA) and Canada's federal PIPEDA standard. Canadian deployments use a private server physically located in Canada. Data residency and access controls are verified before patient information is processed. The clinic is the data custodian.
🔒 Designed for Canadian Privacy RequirementsEvery patient interaction, automated message, and booking confirmation is logged in an append-only audit trail, powered by NemoClaw, running on the clinic's own server. Compliance reports can be generated on any interval required. The data belongs entirely to the clinic.
🔒 Append-Only Audit LoggingAll data in transit is protected with TLS 1.3 encryption. Network egress is restricted to a defined set of approved API endpoints. The clinic owns its server. There is no shared infrastructure and no vendor lock-in.
🔒 TLS 1.3 EncryptedWhat Happens Next
Submit your request
Share your practice details using the form below.
We review your intake needs
We respond by email within one business day.
We recommend the next step
If IntakeOS appears to be a fit, we send the secure onboarding questionnaire or propose the appropriate path forward.
Request Practice Review
Every day without IntakeOS, your practice misses inquiries and hands consultation opportunities to faster competitors.
Share your details and we'll review your practice before recommending the appropriate next step. We respond by email within one business day.
Share your details and we'll review your practice before recommending the appropriate next step. We respond by email within one business day.
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Message received.
We will review your practice and respond by email within one business day.