Listening to lungs when line one rings? The flu caller still gets a visit.
Sick visits, refills, lab results and FMLA forms all come in on the same line. Medman’s AI receptionist answers each call on your number, writes down what the caller needs in their own words, 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
- A refill running out today is marked Urgent; a question about hours is Low
- It never gives medication or test-result advice
- Part of Medman, so coverage questions go to the eligibility agent
A full schedule, a full lobby, and the phone still ringing.
Four calls a primary care front desk gets every week, and what happens to each one when nobody can pick up.
New patient“I’ve had a sore throat for three days”
- What happens
- It’s 8:05 on a Tuesday. Your nurse is rooming the first patient and the front desk is printing intake forms when a woman who just moved to town calls about a sore throat.
- When nobody answers
- She gets voicemail, books a video visit with a telehealth app instead, and finds a different practice for her family later that month.
- With Medman
- Medman answers, notes the sore throat and since when, and, with your EHR connected, books her a same-week visit while she’s on the line. She arrives as a new patient, and your desk finishes the intake forms.
- What it never does
- Judges how sick someone is or suggests treatment.
Existing patient“I need a refill on my blood pressure pills”
- What happens
- Refill calls start before the doors open and keep coming between visits, each one naming a medication and a pharmacy.
- When nobody answers
- Half go to voicemail. The patient calls the pharmacy, the pharmacy faxes, and the same refill turns into three calls and a sticky note.
- With Medman
- The write-up names the medication as the patient said it, the pharmacy, and how many days are left, so whoever handles refills works them together after lunch. Today’s run-outs are marked Urgent.
- What it never does
- Gives medication or dosing advice, or approves a refill.
New patient“I’m due for my yearly physical”
- What happens
- A man whose last doctor retired calls on his lunch break to book a physical and ask whether you take his plan.
- When nobody answers
- No one answers in the twenty minutes he has. He books with the next practice in his insurer’s directory, and his wife follows him there.
- With Medman
- Medman answers the plan question from details you’ve reviewed and, with your EHR connected, books the new-patient physical on the call. Two new patients, and nobody left the exam room.
- What it never does
- Decides which screenings or tests a patient needs.
Existing patient“My FMLA paperwork is due Friday”
- What happens
- On Thursday at 4:30, a patient calls because her employer needs her leave forms signed by tomorrow.
- When nobody answers
- The message waits until Monday, her leave start is delayed, and she calls your office manager upset.
- With Medman
- The form, the employer and the Friday deadline are written up and marked Urgent. Your office manager taps Urgent before leaving, so the forms can be signed first thing.
- What it never does
- Treats a caller’s stated relationship as verified authority.
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.
Visits
- annual physical
- wellness visit
- Medicare wellness
- sick visit
- telehealth
- new patient
- transfer of records
Symptoms
- fever
- cough
- sore throat
- flu
- COVID test
Chronic care
- blood pressure
- diabetes
- A1C
- cholesterol
- thyroid
- medication review
Paperwork
- refill
- lab results
- blood work
- imaging
- referral
- specialist
- prior authorization
- physical form
- work note
- school note
- FMLA paperwork
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
- Out of my blood pressure medication todayUrgent
- Fever and cough for four days, getting worseImportant
- Are my blood work results back?Normal
- Need a work note for last TuesdayNormal
- Are you open Saturday?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
- Primary care intakeWhat the caller needs in their own words: sick visit, physical, refill, results, referral or form, and any deadline
- Routine questionsHours, location, telehealth, accepted plans: answers only from details your practice has reviewed
- 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 symptoms, medication and dosing questions, explaining test results
- Refill approvalsWhether a refill is authorized, and what the pharmacy is told
- Who can act for a patientConfirming a caller’s relationship before discussing someone else’s care
- 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. Pharmacy faxes, refill requests and referral paperwork go to inbox triage. Your staff work one queue, and approve every final step.
See how Medman works →What should a primary care practice look for in an AI receptionist?
Four things. It should recognize primary care calls (sick visits, physicals, chronic-care follow-ups, refills, results, referrals and forms) and take down what each needs. It should book visits straight into your EHR. It should never give medication or test-result advice. And you should be able to test it yourself before a patient calls. Medman’s AI receptionist is built around those calls, and is free to start.
Can an AI receptionist schedule primary care 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 refill requests?
It takes down the medication as the caller names it and any deadline, such as running out today, and marks the call so your team sees it first. It never says whether a refill is approved and never gives dosing advice. Pharmacy faxes about the same refill go to Medman’s inbox triage.
Will it tell patients their lab results?
No. It notes which results the caller is asking about and writes the call up for your team. It does not read, explain or interpret results.
What if someone calls about a parent or child?
It writes the call up with the relationship the caller states, so your team can decide what to share. A stated relationship is not treated as verified, and it does not ask for a full date of birth just to take a callback.
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 primary care 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.