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Voice AI intake · Powered by Aeris

Vokalith

For Clinics

Intake without the chase.

Pre-visit or post-visit — Aeris voice AI collects history by phone or web call so your team stops chasing incomplete forms.

Book a demoHow Aeris interviews

HIPAA-ready — BAAs available · PHI encrypted in transit & at rest · Audit logging

Outbound · Inbound · Aeris web call

Clinic care team reviewing patient voice AI intake before a visit

Who it’s for

Built for clinics, insurance partners, and evaluation offices

Built for healthcare workflows — encryption, access controls, and audit logging — with BAAs available for partners who need them.

Clinic team preparing for a patient visit with structured intake
Clinics · Evaluation offices

Clinics & evaluation offices

Pre-visit and post-visit interviews for clinics whenever you need them — plus pre-evaluation intake for evaluation offices. Structured history and reports are configurable to your requirements; Aeris collects the history, your team walks in prepared.

Sound familiar?

  • Patients arrive with incomplete or missing history
  • Staff spend hours on phone-tag intake calls
  • Care teams and examiners start without structured prep
  • Reports wait on manual transcription and chase-downs
Explore clinic & evaluation use cases
Insurance operations team reviewing patient intake reports
Insurance partners

Insurance partners

Partner-ready structured history and reports — configurable to your requirements — without phone-tag intake. Aeris interviews the patient; your team opens a complete file.

Sound familiar?

  • Patients unreachable during business hours
  • Incomplete medical history delaying decisions
  • Manual interviews that don’t scale with volume
  • Inconsistent intake quality across vendors
Explore insurance partner use cases

How Aeris interviews

Three channels. Configurable multi-agent questionnaires, and reports.

Scheduled outbound calls, inbound phone, or an Aeris web call via secure link — Aeris handles the conversation.

Patient phone receiving a scheduled outbound call auto-started by Aeris

Outbound phone

The scheduler queues the call — Aeris dials automatically. No staff phone needed.

  • Calls are scheduled and placed automatically by the system
  • Per-office call windows, retries, and max attempts
  • Email reminders can go out before Aeris dials
Patient calling into Aeris for inbound intake

Inbound phone

The patient calls Aeris when ready.

  • Aeris recognizes known patients and continues or starts
  • Unknown numbers get a polite redirect or transfer path
  • No need to wait for an outbound slot
Patient on an Aeris web call via secure link

Aeris web call

Via secure link — a live voice call with Aeris. Not a form; patients speak, just like on the phone.

  • Patient opens a secure link, consents, and verifies date of birth
  • Live voice call with Aeris — no app install
  • Same structured questionnaire as phone channels

Partial sessions resume. If a call drops, Aeris calls back within about a minute. The patient can also call Aeris again or finish on an Aeris web call — progress continues from unanswered questions across channels.

Intake lifecycle

From patient created to report sent

A clear status path your team can trust — no guessing where each file stands.

  1. Clinic staff creating a new patient record with pending intakePending

    Patient created

    The office or partner adds the patient and schedules intake. Aeris is ready to reach out.

  2. Aeris completing a structured patient medical-history interviewInterviewed

    Intake completed

    Aeris completes your customized questionnaire — by phone or Aeris web call — and automatically branches with follow-up questions based on each answer. Structured fields are filled in as the interview progresses.

  3. Medical history summary report generated and sent to the evaluation officeReport sent

    Report generated & sent

    Vokalith generates the report in your configured format and delivers it to the office or partner team. Structured history and reports are both configurable.

Quiet clinical space ready for a patient evaluation with history already complete

The patient experience

Patients finish intake before they walk in the door

Aeris conducts a natural conversation — on their schedule. Your examiners open a structured history and a ready report, not a blank chart.

Book a Demo

How it helps

A day with Vokalith

Told from your team’s seat — Aeris runs the interviews so your day is built around completed history and reports, not chase work.

8:15 AM

8:15 AM

Pending intakes are on the board

New patients are created and waiting. When your call window opens, Aeris will reach them — and anyone who prefers can call Aeris or join an Aeris web call whenever it suits them.

Clear status from the start

10:15 AM

10:15 AM

Aeris dials the morning list

Inside your office call window, the scheduler places outbound interviews automatically. Staff stay on the floor; Aeris handles the outreach.

Hands-free outbound

11:40 AM

11:40 AM

A line drops. The file keeps moving.

Aeris redials within a minute. If the patient prefers, they call back or finish the same interview on an Aeris web call — from the next unanswered question, not from scratch.

Resume without restart

2:30 PM

2:30 PM

Reports land where they need to

Completed intakes become reports in your configured format — delivered to your CRM or email accounts so clinics, partners, and evaluation offices get structured history without manual handoff.

CRM & email delivery

4:45 PM

4:45 PM

Tomorrow’s prep is already started

Finished interviews become evaluation-prep summaries — examiners open the file with structured history from Aeris, not a blank chart.

Prep from the interview

What you get

A complete AI voice intake management workflow — from patient creation or import through interviews to reports in your CRM or email. Fully automated.

End-to-end voice intake workflow
Patient creation & import
Aeris voice agent
Inbound & Aeris web call
Outbound in office hours
Seamless resume
Configurable multi-agent questionnaires & reports
Reports to CRM or email
Document upload for configurable patient AI summary

Before & after

Pre-evaluation intake: old way vs Aeris

Same patients. Complete medical history before the evaluation — and a report your office can use.

personOld way
  • phone_missed

    Staff stuck in phone tag chasing incomplete medical history

  • assignment_late

    Patients arrive at evaluation with missing or inconsistent intake

  • mic_off

    Every interview conducted by hand — capacity capped by headcount

  • edit_note

    Manual transcription before any report is usable

  • hourglass_empty

    Hours lost chasing answers instead of exam prep

Slow · Incomplete · Staff-bound

VS
auto_awesomeNew way — Aeris + Vokalith

  • Aeris interviews patients — outbound, inbound, or Aeris web call

  • Structured medical history: conditions, treatment, limitations, employment…

  • Partial sessions resume across hang-ups and channels

  • Configurable reports generated for the office or partner team

  • Status moves pending → interviewed → report sent

Interviewed · Structured · report sent

schedule

Hours back to staff

Stop chasing incomplete medical history by phone

clinical_notes

Eval-ready history

Structured fields before the appointment starts

description

Reports that land

Configurable output for offices and partners

Impact calculator

Dial in your operation. Watch the return.

Live model from staff minutes, confirmation lift, and retained oversight — residuals stay costed, recovered slots are credited.

Estimated annual savings

$283K

$469,084 manual$186,469 with Aeris

Hours / week

38

returned to staff

Payback

13d

$10K to launch

Capacity

3×

3 → 1 FTE

Manual$469K
With Aeris$186K

Where the savings come from

Labour+$164K
No-shows+$110K
Rework+$10K
After-hours+$34K
Platform−$36K

No-shows: 15% → 9.8% (−5.3 pts). Residual slots still costed at 55% of full slot value after faster rebook.

Your inputs
100 / wk
3 people
$82K
15%

Assumes 28 min/manual contact · 85% containment · 35% relative no-show cut · 75% fewer rework events · $220/missed slot. Headcount only drops when remaining workload fits fewer FTEs.

Walk through your numbers

Platform capabilities

Configurable multi-agent questionnaires, and reports. Document upload.

Configurable multi-agent questionnaires and reports
Configurable

Configurable multi-agent questionnaires, and reports

Configure the multi-agent questionnaires Aeris runs — questions, structured fields, and report templates matched to each intake type. During the interview, Aeris automatically branches: it devises follow-up questions from each answer and asks them of the patient.

  • Configure multi-agent questionnaires for every interview
  • Automatic branching: Aeris devises follow-up questions from answers and asks them during the interview
  • Generate or remove questionnaires per intake type
  • Configure report templates for clinics, partners, and evaluation offices
  • Pre-evaluation, pre-visit, or post-visit modes as needed
Medical document upload into the patient file
Documents

Upload records. Keep the file complete.

Staff can upload medical documents into the patient file for reference. Evaluation-prep summaries come from the Aeris interview — not from the PDFs.

  • Upload medical records into the patient file
  • Keep source documents with the intake
  • Evaluation-prep summaries generated from the interview

Live operations snapshot

Your morning dashboard

A clear patient queue by status, intakes in progress, and reports ready for review when interviews complete.

intake_queue · evaluation ops
What you walk into

Patients by status — so examiners and partners start with decisions, not data entry.

PENDING0
INTERVIEWED OVERNIGHT0
REPORT SENT0
  • Patient · R. PatelReport sent
  • Patient · M. ChenInterviewed
  • Patient · J. OrtizPending
  • Patient · A. BrooksInterviewed
Morning intake dashboard showing patient statuses pending, interviewed, and report sent

Outcomes

Results evaluation teams measure

Less chase work
0%

Reduction in staff time spent chasing incomplete medical history

Multi-channel completion
…

Outbound, inbound, and Aeris web call — sessions resume across channels

Report turnaround
…

Configurable reports generated after intake reaches interviewed

Resume without restart
0%

Partial sessions continue from unanswered questions — phone or Aeris web call

Integrations

Works with the systems you already use

EHR, claims, and scheduling — structured intake lands where your clinical and claims teams already work.

Epic

EHR

Cerner

EHR

athenahealth

EHR

Guidewire

Claims

Duck Creek

Claims

Salesforce Health Cloud

CRM

Microsoft 365

Scheduling

Google Calendar

Scheduling

Twilio

Voice & SMS

ServiceNow

Workflow

Don’t see your stack? Talk to us — we build custom connectors.

Latest insights

Voice AI intake insights

Practical reading for clinics, IME providers, and evaluation teams running voice AI intake.

View all insights

Reading list · 4 articles

  1. 01
    Clinics8 min read

    Why Clinic Intake Still Happens in the Waiting Room — And How Voice AI Moves It Earlier

    Front-desk forms and rushed chart updates leave clinicians starting visits without a complete history. Pre-visit voice AI interviews give clinics structured patient data before the appointment begins.

  2. 02
    Clinics7 min read

    The Real Cost of Clinic No-Shows and Incomplete Charts

    Missed appointments and missing pre-visit data drain clinic capacity in the same week. Voice AI outreach and structured screening reduce both — without adding front-desk headcount.

  3. 03
    Clinics8 min read

    Specialty Clinic Voice AI Intake Without Adding Front-Desk Staff

    Multi-site and specialty clinics need appointment-specific histories, not generic forms. Adaptive voice AI intake collects the right clinical fields consistently — and returns staff time to care coordination.

  4. 04
    IME9 min read

    How Voice AI Can Reduce Administrative Costs in IME Operations

    Independent Medical Examination providers carry some of the highest administrative overhead in the healthcare-adjacent space. Voice AI-driven intake, scheduling, and document automation can cut that burden by 40–60%—without adding headcount.

For clinics, insurance partners & evaluation offices

Give your staff their hours back

HIPAA-ready medical-history intake — BAAs available, PHI encrypted in transit and at rest, with audit logging. Aeris interviews patients; Vokalith delivers structured history and reports configured to your requirements.

Book a DemoSee use cases