Voicemail triage that tells your team who to call back first.
Nobody plays every message to find the urgent one anymore. Medman transcribes each voicemail, sorts it into one of 17 categories, attaches it to the right patient and marks whether it needs a call back. Your team makes every call.
Keep your phone system · Free 14-day trial · No annual contract
ROE, ANN Voicemail
TriageOriginal
Summary
Son calling. Mother was just discharged from the hospital and needs a follow-up visit.
Sorted by the practice's own rules
Practices using Medman
From the message to the right call back.
Who left the message
- New patients
- Existing patients
- Family and caregivers
- Vendors
Medman Every voicemail, as it arrives
Listen
- Transcribe the message
- Match the patient
- Clean up the number
Sort
- Set the category
- Set the priority
- Call back: yes or no
- Catch repeat callers
Who gets it
- Front desk
- Clinician
- Set aside
The messages that shouldn’t wait, found first.
- New patients
“I have a referral”
A new patient leaves a message on Monday morning, and it waits behind the weekend’s voicemails.
New-patient calls are high priority, and a referral is noted. Your team gets the name, callback number and reason.
- Appointments
“I need to move Monday”
A patient gives a run-together birth date and phone number, then asks to reschedule.
Medman turns spoken dates and digits into a clean date of birth and callback number, and marks the message as a reschedule with the visit it concerns. Your staff call back and offer the open slot to someone else.
- Family and caregivers
“Calling about my mother”
A son calls because his mother just left the hospital.
Medman records who called, their relationship and the patient they called about, and post-hospital follow-ups go high priority.
- Urgent messages
“My sugar’s been over 400”
A patient describes a symptom on the voicemail, and nobody will hear it until someone plays it.
Acute symptoms are marked Urgent, with a clinician call back as the first task. Medman gives no medical advice and is not an emergency line.
Every voicemail gets a category and a priority.
Trained on real voicemails from real practices. Priority rises when a patient is out of medication, mentions an ER visit, or a caller says nobody called back.
High priority
- Urgent and emergency messages
- New patient appointments
- Post-hospital and ER follow-up
Medium priority
- Follow-up appointment requests
- Reschedules and cancellations
- Prescription and medication requests
- Lab work questions
- Insurance, referrals and authorizations
- Injection and shot requests
- Medical supply vendors
- Insurance coverage issues
- Returned office calls
Low priority
- Appointment confirmations
- General callbacks
- Billing questions
- Vendor solicitation and spam
- Hang-ups with no message
Everything your staff need before they dial.
- Patient: name, date of birth, phone and member ID
- Caller: who called, and whether they are the patient, a family member, a caregiver, a provider or a vendor
- Callback number: the number the caller said, which takes precedence over caller ID
- Call back?: a clear yes or no, and yes when unsure
- Transcript: the full message word for word, with a flag when the audio was hard to transcribe
- Next steps: a plain summary, a next action, and separate tasks with a suggested role
From 120 minutes a day to 15.
Time spent sorting the inbox at Valley Diabetes & Obesity. Modeled from production data at our founding design partner, an independent practice in Modesto, CA. Results vary by practice.
It sorts and flags. Your staff call back.
Every message carries a confidence score. A message Medman is unsure of is marked Uncategorized and goes to a person with the reason attached, and a field it cannot find stays blank. Medman does not call patients or cancel appointments, and every routing decision is logged and reviewable.
Your phone system, your EHR, a signed BAA.
Medman works from the voicemails your phone system delivers and matches each message to the chart. We sign a Business Associate Agreement before any patient data moves.
- Many more, including yours
One flat rate, with unlimited routing.
Practice Plan
1–5 providers. Unlimited message routing per provider.
$249 / provider / monthGroup Plan
6+ providers. Unlimited message routing per provider.
$225 / provider / monthQuestions practice managers ask first.
What is voicemail triage?
It transcribes each voicemail, works out what the caller needs, attaches it to the right patient and routes it to the person who handles it. Your staff stop playing every message to find the ones that matter.
What kinds of voicemail can it sort?
Medman sorts voicemails into 17 categories, from urgent messages and new patients to reschedules, refills, billing questions and spam, each with a default priority.
How does it know whether we need to call back?
Each message gets a yes or no. It says yes when the caller asks for a call back, leaves a number or asks something only staff can answer. When unsure it says yes, because a missed call back is worse than an extra one.
What about repeat callers?
A repeat caller is noted in the summary. A message from the same number about the same thing within 4 hours is marked as a duplicate, and its priority rises if the caller says nobody called back.
What if the transcript is poor?
A low-confidence transcript is flagged for your team. If Medman is unsure what the caller needs, the message is marked Uncategorized with the reason, and a field it cannot find stays blank.
Does it call patients back?
No. Your staff make the call, with the summary, callback number and patient in front of them.
Is it an emergency line?
No. Messages describing acute symptoms are marked Urgent for your team, but Medman gives no medical advice.
Does it work with our phone system?
Medman reads voicemails your phone system delivers to a shared inbox. Ask us about yours.
Is patient information handled safely?
Yes. We sign a Business Associate Agreement before any patient data moves, and every routing decision is logged and reviewable.
What does it cost?
A flat monthly rate per provider with unlimited routing: $249 per provider per month for 1–5 providers, $225 for 6+ providers. Every agent starts with a free 14-day trial, and there is no annual contract.
See your own voicemails sorted.
Free 14-day trial, no annual contract.