Turn New Patient Interest Into Booked Visits — Without Phone Tag
The moment a 'Do you take my insurance?' or 'Can you help my back/knee?' inquiry becomes a booked first visit with the right intake details captured (pain area, urgency, insurance/self-pay, availability) — without your front desk getting buried.
Recommended starting point:Foundation Package
The Problem
Chiropractic and PT clinics don't lose revenue because people don't need care — they lose it because intake friction slows everything down. Calls come in during treatments, voicemail piles up, and web form leads wait hours (or days) for a response. Staff repeatedly answers the same questions (insurance, pricing ranges, what to expect, paperwork), while high-intent prospects go elsewhere. Meanwhile, missed confirmations and weak reminders increase no-shows, and the clinic stays stuck in a cycle of reactive scheduling instead of predictable patient flow.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Clinics Start
Most clinics start with the Foundation Package, which installs the private, local infrastructure required to run Operator — so your intake patterns and clinic knowledge can stay controlled inside the business.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Respond to new patient inquiries 24/7 (calls, texts, web chat)
- Capture Patient Intent: new vs returning, issue type (back/neck/knee/post-op), urgency, availability
- Handle common questions (hours, location, what to bring, basic pricing/insurance workflow info if you provide it)
- Route to the correct next step (book request, callback request, intake form link)
What it intentionally does NOT include: Medical diagnosis, treatment recommendations, or clinical decisions. Insurance eligibility verification, benefits confirmation, or prior auth automation. Guaranteed outcomes, pain relief promises, or compliance claims. Real-time EHR scheduling unless integrated and configured. The Foundation Package stops 'missed inquiry' leakage — it is the on-ramp, not the full engine.
Capability Expansion Path
HQ Pro for Chiropractic and PT applies niche-aware logic: distinct flows for Chiro vs PT, plus patient-type branching — acute pain vs chronic, sports injury vs post-op rehab, insurance vs self-pay (routing and required info capture).
Higher-quality intake before humans spend time; cleaner handoffs and fewer wasted callbacks.
Operator HQ represents full clinic sync. Voice, Sales, Ops, Data, Marketing operate as one system. For clinics, this typically includes:
Unified memory across calls/texts/forms; consistent follow-up; staff sees a complete intake timeline.
Custom Operator is designed for multi-provider clinics, multi-location groups, specialty rehab programs, or complex intake and referral sources.
This includes bespoke workflows, deeper integrations, custom dashboards, and admin controls. This is not a template — it is built around how that clinic actually operates.
Every tier reduces intake friction — higher tiers add coordination, niche intelligence, and ultimately full-clinic control.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level and configuration.
Pricing Notes
Packages cap scope, not capability.
Operator does not provide medical diagnosis, treatment recommendations, or clinical decisions. Insurance eligibility, benefits confirmation, and prior authorization are not automated unless explicitly integrated and configured.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.