Inbound call handling
- Book or change visits
- Answer practice questions
- Take refill requests
- Log callback requests
Phone Agent
Your AI medical receptionist. Inbound and outbound calls, handled.
Caesar answers incoming calls and books visits 24/7. It also calls patients to confirm appointments, arrange follow-ups and offer open times to your waitlist.
- Keep your number
- Use your existing system
Inbound + outbound
Patients call in.
Caesar reaches out.
Book a visit when a patient calls. Confirm an appointment or offer a cancellation slot when Caesar calls them.
Inbound · Example call
Patient
I'd like to book a follow-up visit.
Phone Agent
Let me find an available time for you.
- Check live availability
- Book the chosen time
Appointment bookedSaved in your clinic’s system
Follow-up visit
Your scheduling rules apply.
Inbound · Example call
Patient
Could someone call me about a refill?
Phone Agent
I'll take the medication and pharmacy details and leave a request for your team.
- Capture the request
- Attach the call transcript
Staff task createdReady for your team to review
Refill request
The agent records the request. Your team reviews it.
Outbound · Example call
Phone Agent
I'm your practice's virtual assistant. Can you still make your appointment tomorrow?
Patient
Yes, I'll be there.
- Call about the visit
- Record the response
Patient response recordedThe patient confirmed their visit
Ready for tomorrow’s visit
Illustrative outcome when the patient confirms.
Outbound · Example call
Phone Agent
I'm your practice's virtual assistant. A visit opened up on Thursday. Would you like it?
Patient
Yes, Thursday works for me.
- Offer the open slot
- Book the chosen time
Waitlist patient bookedSaved in your clinic’s system
Earlier visit booked
The patient chooses whether to take the opening.
Illustrative excerpts after patient verification, not patient recordings. Available actions depend on your connected system.
The everyday calls
Less phone tag.
More time for patients.
Let your front desk focus on the people in the practice. Caesar handles the routine calls around them.
Outbound call handling
- Confirm appointments
- Book follow-up visits
- Offer waitlist openings
- Save patient responses
Fits your practice
Choose the calls
Caesar handles.
Choose when incoming calls go to Caesar. Set the follow-up calls it makes for your practice.
Keep your number and handsets.Forward calls through your current provider. No number port required.
Inbound calls
Cover after hours or busy periods. Or send every incoming call.
Your numberPatients call as usual
Phone AgentAnswers for you
Outbound calls
You choose the patients and the reason for each call.
Phone AgentCalls for your practice
Your patientsConfirm or book a visit
Books in the system you already use.
Caesar works in your electronic medical record system, or EMR. It follows your scheduling rules and records what happened on each call.
Check your EMR integration
Connections and available functions vary by system.
Before you call
A few straight answers.
What the Phone Agent handles, and where your team takes over.
Read our privacy policyDoes it handle both inbound and outbound calls?
Yes. It answers incoming patient calls and makes outgoing calls for appointment confirmations, follow-up booking and waitlist openings. You choose which calls Caesar handles for your practice.
Can it actually book in our EMR?
Yes, on supported systems. It checks patient details and available times, then saves the appointment in your electronic medical record system, or EMR. It verifies the patient's identity before acting, searches by provider, visit type and location, then books, reschedules or cancels during the call.
Which EMRs does it work with?
athenahealth connects by API. ModMed and EZDERM integrations are live, as is Healthie. For eClinicalWorks and eMedicalPractice, Caesar's browser agent uses the EMR interface where no scheduling API exists. Available functions vary by system.
Integration details: athenahealth · ModMed · eClinicalWorks · eMedicalPractice
What happens after hours?
The agent can book or change appointments during the call, including on weekends. Requests it cannot complete become tasks for your team, with the call transcript attached.
Will patients know they are speaking to AI?
Your practice chooses the greeting. The agent does not claim to be a person. Patients speak in their own words, and the agent explains when it needs to take details for your team.
Can it transfer a caller to our staff?
Yes. When a caller needs a person, the agent transfers the call to the number your practice sets for that need, such as the front desk, billing or the on-call physician. The phone that rings shows the patient’s own number. Requests that can wait become tasks for staff. It does not manage hold queues or transcribe your existing voicemail box.
What happens if a caller describes an emergency?
The agent follows your approved emergency script and flags the call for staff. Your approved wording can direct the caller to hang up and dial 911 or go to the nearest emergency department. It does not assess symptoms or severity. Clinical triage and medical advice are outside its scope.
Which demo languages can I try?
Try the demo in English or Spanish. Choose a language and enter your name and phone number to get the demo line. Discuss your practice’s language requirements with us before setup.
Can it approve refills or verify insurance benefits?
No. Refill requests need your team's review. The agent can share the insurance plans your practice accepts, but it cannot verify a patient's current eligibility or benefits.
How is patient information protected?
Caesar runs on HIPAA-compliant, end-to-end encrypted infrastructure. A Business Associate Agreement is executed at contract signing. SOC 2 Type II is in progress. Each call keeps a transcript and a record of what the agent did and why.
Do we have to port our phone number?
No. Your number stays with your carrier or VoIP provider. Forward all calls, after-hours calls or busy/no-answer calls from your existing phone-system settings to the Caesar number. You can reverse forwarding when needed. Caesar's own staff phone (softphone, extensions, ring groups and voicemail boxes) is in pilot. Number porting and desk handsets are coming.
Can it follow our existing scheduling rules?
Yes. The workflow can use visit durations, provider templates, new-patient blocks and configured double-booking rules. Your practice decides which provider can take each visit type or complaint. We confirm those rules against your EMR before rollout.
What happens when the agent cannot finish a request?
It creates an assigned task in the Caesar task hub with the reason and call transcript attached. Refill requests can include medication and pharmacy details for review. Staff work the request from a visible queue, and the agent does not guess an answer to a clinical question.
What practice information can it share?
Approved answers can cover hours, address and parking, accepted insurance plans, what to bring and what a visit type involves. Your practice supplies the wording. Recalls and unconfirmed appointments can also use outbound workflows, with patient responses recorded.
How does the Phone Agent work with the rest of the workforce?
The agents use the same patient record, scheduling rules and task hub. Phone requests can continue into texting, intake or document workflows without staff recreating the context. Appointment Coordination handles recalls and waitlist follow-up across the connected channels.
Integration details: Medical phone system linked to the chart · How it works · Document Inbox · Intake Form Agent · Web Agent
How do we estimate the value of after-hours call coverage?
Start with missed-call volume, the share that could become appointments and your average visit value. The pricing-page ROI calculator lets you use your own assumptions before booking a call. Practice scope and system connections determine the quote.
Integration details: Pricing and ROI calculator · Start a pilot
Try the Phone Agent
Hear how Caesar handles a call.
Try an incoming call in English or Spanish. Book a walkthrough to see outbound confirmations and follow-ups for your practice.