When patients call, someone picks up. Every time.
Stafff books appointments, answers insurance questions, runs new-patient intake, and reminds no-show risks — across phone, web, and WhatsApp. HIPAA-ready, BAAs included on the Scale tier.
0%
of callers hang up if you don't pick up in 4 rings
38% of callers hang up before the front desk even picks up.
If your phone rings more than four times, the patient is booking somewhere else. Front desks juggle check-ins, billing, and the phone — and one of those always loses. Usually the phone.
Four flows you'll ship today.
New patient — cleaning + insurance check
A first-time caller wants the soonest cleaning. They also want to know if you take Delta Dental PPO.
- 01Stafff greets in your practice voice, asks for the reason for the visit.
- 02Checks calendar (Calendly or Google Calendar) for the soonest cleaning slot.
- 03Confirms in-network status from your trained insurance list, flags out-of-network honestly.
- 04Books the slot, texts the intake form, posts the new-patient record to your CRM.
Returning patient — reschedule
An existing patient pings the website widget: they need to move tomorrow's appointment.
- 01Stafff verifies their identity per your policy (phone last-4 or DOB).
- 02Reads their booked appointment, offers 3 next-available slots in their preferred clinician's schedule.
- 03Reschedules, sends the new confirmation, frees the original slot back to the pool.
- 04Notifies the clinician's assistant via Slack if it's a flagged appointment type.
Pre-visit intake + reminder
24 hours before an appointment, Stafff opens a WhatsApp thread with the standard intake.
- 01Sends the intake form link with the patient's name pre-filled.
- 02Answers 'do I need to bring my ID card?'-style questions instantly.
- 03Re-confirms the appointment, flags 'cancel' or 'reschedule' to your dashboard.
- 04Reduces no-shows by surfacing barriers (parking, forms, copay) before the visit.
After-hours callback
It's 9:45pm. A caller has a non-urgent question about a prescription refill — Stafff is on.
- 01Stafff confirms it's non-urgent and explains the on-call process for emergencies.
- 02Takes the request, captures pharmacy details + medication, summarizes for the AM team.
- 03Logs the encounter in your dashboard with audio + transcript, BAA-covered storage.
- 04Routes the morning task to the clinician's assistant before the practice opens.
Plugs into the stack clinics already use.
No more 'sorry, our system is down'. Stafff calls your tools so the answer is always real.
- Google Calendar
Books appointments across multiple clinician schedules in real time.
- Calendly
Honors round-robin and clinician availability windows.
- Twilio (HIPAA BAA)
Your practice number, BAA-covered routing.
- HubSpot / Zoho CRM
Pushes new-patient leads + visit summaries.
- Slack
Real-time escalation for flagged patient types.
- Stripe
Hands off copay or deposit links — never reads cards over voice.
"We added 47 new patient bookings a month without adding a single front-desk hire. Stafff answers the insurance question every time the same way — and patients say the experience is smoother than the old hold-music routine."
The stuff owners ask before they sign up.
Is Stafff HIPAA-compliant?
The Scale tier is HIPAA-ready: we sign a BAA, we route PHI only through BAA-covered sub-processors (Twilio, our LLM providers), and we retain audit logs for 6 years. Lower tiers don't carry HIPAA — pick Scale if you handle PHI.
Will Stafff give medical advice?
No. Stafff is configured to refuse medical advice and route any clinical question to your on-call clinician or the next-day team. It will explain practice policy, hours, billing, insurance, and book or reschedule visits.
How does Stafff handle insurance questions?
You train Stafff on the plans you accept (it can read a list, a PDF, or a Google Sheet). It will confirm coverage and flag out-of-network honestly — no overpromising.
Can Stafff do new-patient intake?
Yes — via SMS or WhatsApp link to your intake form, pre-filled with the patient's name. Stafff can also ask the intake questions conversationally if you prefer.
What if someone has an emergency?
Stafff is configured to recognize emergency phrases and immediately route to your emergency protocol — usually a transfer to your on-call clinician or a clear instruction to dial 911. You define the exact rules.