With Retell, we’ve increased scheduling NPS by 38%, and filled underutilized provider capacity, allowing our team to focus on meaningful patient care instead of phone tag.
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AI Patient Pre-Registration by Phone
5.0
ON G2
Patient pre-registration by phone, before anyone at the front desk picks up. The agent asks whether the caller is a new or existing patient, collects demographics, insurance carrier and member ID, referring provider, reason for care, and preferred times, reads key details back, and sends a complete record to your staff or your system. Confirmation calls before the visit run from the same agent.
Trusted by over 4,000 businesses powering 100+ million calls per month.
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How It Works
Set up AI patient pre-registration in four stages, from your intake fields to records in your system.
Define your intake fields
List the fields your intake form needs and the order to ask them, sign the BAA, and choose where each record goes: a webhook to your staff queue or a custom function into your system.
Test real intake calls
Run simulated calls with new and existing patients, callers without a member ID, Spanish speakers, and callers who change an answer, and grade every run before a patient calls.
Connect your patient line
Route your new-patient line to the agent by SIP trunk or carrier forwarding, and run confirmation calls by batch list or API from your schedule.
Go live and review records
Every call returns the intake as structured fields plus a transcript, so staff see complete records, missing items, and callback requests in one place.
Use Cases
New patients registered and visits confirmed before the front desk picks up
New and existing patients sorted at the start
Need new patients registered and existing ones routed without a front desk queue. The agent asks whether the caller has been seen before and which service they need, then follows the right path: full intake for new patients, and routing or a message for existing ones. It also confirms whether the caller is the patient or someone calling on their behalf before collecting details.
Demographics captured and read back
Need intake details right the first time. The agent collects full name, date of birth, callback number, and email, takes the phone number digit by digit or on the keypad, and reads it back to confirm. Names and email addresses are spelled back the same way, so staff don't call back to fix a typo.
Insurance carrier and member ID
Need insurance on file before the first visit. The agent asks for the carrier and the member ID, accepts the carrier alone when the patient doesn't have the card handy, and reads the ID back. If you connect an eligibility check through a custom function, it can confirm coverage during the call; otherwise staff verify later, or the agent places eligibility calls to the payer.
Referral source and reason for care
Need your clinical team to know why the patient is coming before they review the request. The agent asks for the referring provider, the reason for care in the patient's words, and any other details your intake form requires. It stays out of clinical advice within the limits you set, and statements that sound urgent follow your safety script and go to a person instead of finishing intake.
Preferred times, then a callback or a booking
Need a request staff can act on, whether or not the agent books. The agent asks which days and times work for the patient and sends the full record to your staff by webhook, so they review it and call back to schedule. Practices that want the visit booked on the call can have the agent do it with appointment booking.
Visit confirmations by text, then a call
Need upcoming visits confirmed, including patients who never answer texts. Your system sends the text first, and for patients who don't reply, the agent calls, confirms it is speaking with the right patient before giving any details, and asks whether they will attend. A no sends a note to staff by webhook to rebook, and the agent answers in English or Spanish, whichever the patient speaks.
Built for Contact Centers, Not Demos
Retell is the AI Voice Platform Enterprise Contact Centers Run On
Retell lets you build, test and deploy AI phone agents that handle real call volume, so your team spends its time on the conversations that need a person.
Feature
Why medical practices choose Retell AI for patient pre-registration
Intake questions in the order your form uses
A conversation flow gives each intake question its own node, so the order matches your form and skipping an item is a setting, not a rewrite. Extract variable nodes capture answers such as the member ID as the call goes, for use later in the same call.
Records your staff can act on
Post-call extraction turns each call into typed fields, such as new or existing patient, carrier, member ID, referral source, and preferred times, sent in the call_analyzed webhook to your staff queue or system.
Answers within the limits you set
A knowledge base you approve answers questions about locations, hours, and what to bring, and the agent stays out of clinical advice. Anything outside your limits goes to staff by transfer or a callback request.
Inbound intake and outbound confirmations on one agent
The same agent can answer your new-patient line and place confirmation calls from a batch list, with a calling window you set and concurrency reserved for inbound callers.
Complete records and drop-offs
Post-call fields show which intakes were complete and which were missing items, and the analytics dashboard charts call outcomes by agent and version, with alerts by email or webhook when success rate drops.
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- Avaya
- Genesys
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- Make
- Cal.com
Pricing
Cut Costs by 90% with AI phone Agents
Pay as you go
$0 to start.
$0.07–$0.31 per minute – Pay only for what you use.
60 mins of free access.
20 concurrent calls.
10 Free Knowledge Bases.
Enterprise Plan
For companies with large volumes, data or deployment requirements, or support needs.
White glove service for your use case.
Premium support with dedicated solution engineer teams.
Custom pricing and concurrent calls based on your needs
FAQ
Frequently asked questions.
Does the agent book the appointment or just collect the request?
Either. Many practices have the agent collect the intake and preferred times, then staff review the record and call back to book. If your scheduling system has an API, or you use Cal.com, Calendly, or GoHighLevel, the agent can book during the call instead.
Can it verify insurance eligibility during the call?
Only if you connect an eligibility check through a custom function. Otherwise it collects the carrier and member ID, and verification happens after the call, by your staff or by an outbound eligibility call to the payer.
Does it connect to our EHR?
Retell does not ship prebuilt EHR connectors. The agent writes to your EHR or practice management system through custom functions that call its API, or a webhook sends each completed intake to a staff queue, a sheet, or your integration engine.
What if the caller doesn't have all the information?
The agent records what it gets and marks what is missing, such as a member ID, as its own field, so staff know what to ask for. It doesn't hold up the call for a missing detail unless you tell it to.
Is AI patient pre-registration HIPAA compliant on Retell?
Retell supports HIPAA workloads. Self-sign the BAA before any protected health information goes through the platform; there is no fee to sign it. Then choose per agent what is stored, scrub categories such as names, dates of birth, and medical IDs from transcripts and recordings, and set how long call data is kept, from one day to two years.
How much does AI patient pre-registration cost on Retell?
Retell voice agents are priced per minute of conversation, from $0.07 per minute, depending on the language model, voice, and telephony you choose. Pay-as-you-go needs no contract, and Enterprise plans have custom pricing for high volume or custom deployment needs. See pricing for your mix.
