Mid-injection when the phones ring? The new back pain referral still gets booked.
New referrals, workers’ comp questions, injection dates and refill requests all come in on the same line. Medman’s AI receptionist answers each call on your number, writes down the referral, the procedure date or the deadline the caller mentions, and, with your EHR connected, books the visit on the call. Your team reviews the write-ups and calls back the urgent ones first.
Free to start, no card needed · Nothing changes on your current number until you forward it
- An injection tomorrow with no ride is marked Urgent; a parking question is Low
- It never comments on a medication or a dose
- Part of Medman, so coverage questions go to the eligibility agent
Mid-procedure, the phones ringing. Every caller still gets an answer.
Four calls a pain management front desk gets every week, and what happens to each one when nobody can pick up.
New patient“My doctor wants me to see pain management for my back”
- What happens
- Wednesday morning, your physician is in the procedure room and the front desk is checking in an injection patient when a new caller asks for a first visit.
- When nobody answers
- He reaches voicemail, and after months of back pain he books with the first clinic that answers.
- With Medman
- Medman takes the referral, where the pain is in his own words and how long it has lasted, and, with your EHR connected, books the new-patient visit on the call.
- What it never does
- Assesses the pain or suggests a treatment.
New patient“Do you take workers’ comp?”
- What happens
- At lunch, an injured worker’s case manager calls to ask whether you see workers’ comp patients and how soon.
- When nobody answers
- Nobody answers, so the case manager sends the referral to the next clinic on the list, along with the visits that follow.
- With Medman
- Medman answers from the details you’ve reviewed, takes the claim and case manager details as given, and books the first visit with your EHR connected.
- What it never does
- Says whether a claim or a treatment is covered.
Existing patient“I need my pain medication refilled”
- What happens
- Refill calls come in all day, and the front desk can’t act on any of them.
- When nobody answers
- Patients call two and three times, and the desk takes the frustration while the nurse works through voicemails.
- With Medman
- Medman notes the medication as named and the pharmacy, writes it up for your team in one place, and tells the caller refill requests go to your clinical team.
- What it never does
- Discusses an early refill, a dose or a controlled-substance question.
Existing patient“My injection is tomorrow and my ride fell through”
- What happens
- Late afternoon, a patient with an 8 AM epidural tomorrow calls because the person driving him home can’t make it.
- When nobody answers
- The message waits until morning, he doesn’t come, and the procedure slot goes unused.
- With Medman
- Medman notes the procedure, the time and what changed, and marks it Urgent. Your team calls back before closing to move him, and offers the slot to someone else.
- What it never does
- Gives procedure instructions, such as about driving, eating or blood thinners.
A weekend of calls, sorted before Monday.
Watch the AI receptionist answer a practice's weekend calls, write each one up and put the urgent one first.
It knows the words your callers use, and writes them down as said.
Callers don't have to translate “my knee gave out” into a category. The write-up keeps their words, so your team reads what the patient actually said.
Concerns
- back pain
- neck pain
- sciatica
- neuropathy
- arthritis
- headache
- CRPS
Procedures
- epidural
- ESI
- nerve block
- radiofrequency ablation
- RFA
- facet injection
- spinal cord stimulator
- trigger point injection
Medications
- pain medication
- refill
- pain agreement
- urine drug screen
- gabapentin
Coverage and paperwork
- workers’ comp
- case manager
- personal injury
- referral
- prior authorization
- MRI
The calls that can't wait are at the top of the list.
Each answered call is written up and marked Urgent, Important, Normal or Low by what the caller needs. Your team calls back Urgent and Important first, then works down the rest.
- Each write-up says what the caller asked for and suggests a next step, with the transcript lines it came from
- Resolve a call when it's handled
What callers ask · how it might be marked
- Injection tomorrow, ride fell throughUrgent
- Pain much worse since yesterday’s injectionImportant
- Refill requestNormal
- Move my injection to next monthNormal
- Do you have a fax number for records?Low
Priorities are suggestions from the write-up, not a clinical judgement. Your team decides, and it is not an emergency line.
What it handles, and what stays with your team.
It handles
- Answering every callOn your practice number, with your greeting and voice, nights and weekends included
- Booking, with your EHR connectedPatients book, reschedule and cancel right on the call
- Pain management intakeThe referral, where the pain is in the caller’s words, procedure dates and claim details as given
- Refills kept apartRefill requests go to your clinical team in one place, never handled on the call
- Marking the callbacksUrgent, Important, Normal or Low, with the transcript lines each write-up came from
- Call transfersWhen a caller asks for a person, it rings the number you choose during your transfer hours; otherwise it takes a message
Your team handles
- Anything clinicalAssessing pain, and any medication or treatment advice
- MedicationsRefill decisions, pain agreements and controlled-substance questions
- Procedure instructionsBlood thinner, fasting and driver instructions before a procedure
- EmergenciesIt is not an emergency line: callers with an emergency are told to call 911
Before it takes real patient calls, you'll complete practice setup inside the app.
Medical-practice setup and agreements are required before patient calls. Use fictional details for testing.
Patients book, reschedule and cancel right on the call.
Connect the EHR you already use and visits go straight onto your schedule. It books into AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed, eClinicalWorks and more. You don't need one to start: it answers your calls today, and your team books from the write-up.
A missed call is often a patient who books somewhere else.
50%
of patients have given up on a call because no one picked up or the hold was too long
MGMA 2025
69%
will switch providers if communication falls short of expectations
Artera 2025
Free to start. Pick a plan when you need more minutes.
Free
15 AI minutes a month, no card needed.
FreeEssentials
100 AI minutes a month.
$29.99 / monthPlus
300 AI minutes a month.
$99 / monthPro
600 AI minutes a month.
$199 / monthOnly Pro buys extra minutes, at $0.30 each; on the other plans you move up a plan. No annual contract.
See all pricingThe call is the start. Medman carries the rest.
When a caller’s coverage needs checking, the receptionist hands it to Medman’s eligibility agent. Referrals, imaging reports and workers’ comp paperwork go to inbox triage. Your staff work one queue, and approve every final step.
See how Medman works →What should a pain management practice look for in an AI receptionist?
Four things. It should recognize pain management calls (new referrals, workers’ comp questions, procedure scheduling and refills) and take down what each needs. It should book visits straight into your EHR. It should never comment on a medication or a dose. And you should be able to test it yourself before a patient calls. Medman’s AI receptionist does all four, and is free to start.
Can an AI receptionist schedule pain management appointments?
Yes. With your EHR connected, patients book, reschedule and cancel right on the call. It books into AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed, eClinicalWorks and more. Without a connected EHR it takes the request and a callback number, and your team books the visit.
How does it handle controlled-substance refill calls?
It takes the medication as named and the pharmacy, writes the request up for your clinical team, and tells the caller that refills go to your team. It never discusses early refills, doses or your pain agreement.
Can it take workers’ comp and personal injury calls?
Yes. It answers whether you see those patients from details you have reviewed, takes the claim and case manager details as the caller gives them, and books the visit. Whether a claim covers a treatment stays with your team.
How is it different from an answering service?
An answering service takes a message for the morning. The AI receptionist answers every call on your number, answers routine questions from details you have reviewed, books into your EHR, and writes up each call with a suggested priority and the transcript lines it came from. You set it up and test it yourself, in minutes.
What about HIPAA and patient information?
Medman is built for HIPAA, and we sign a Business Associate Agreement before any patient data moves. Medical-practice setup and agreements are required before patient calls. During setup it only looks up public practice information, never patient information.
What does it cost?
Free to start, no card needed: 15 AI minutes a month. Paid plans: Essentials $29.99 a month for 100 minutes, Plus $99 a month for 300 minutes, Pro $199 a month for 600 minutes. Only Pro buys extra minutes, at $0.30 each; on the other plans you move up a plan. No annual contract. It currently answers in English.
Set up your receptionist for pain management calls, and test it before a patient calls.
Free to start, no card needed. Set it up in minutes, make a test call, and forward your number when you're ready.