Activate your IntakeOS system.

Agent Identity

Your AI intake specialist needs a name and a way of introducing itself. Most clinics choose a neutral first name like Alex, Jordan, or Sam.

Tone & Language

Choose the communication style that best matches your clinic's brand.

Patient Language

Procedures You Offer

List every procedure your patients inquire about. For each one, tell us the key question that helps determine if someone is a good candidate. For example, for LASIK this might be: "Do you currently wear glasses or contact lenses?" For hair restoration it might be: "How long have you been experiencing hair loss?" These are the questions your coordinator would normally ask over the phone.

How Should Consultations Be Booked?

When a patient qualifies, how do you want IntakeOS to offer them a time? Choose the option that fits your clinic best.

Who Should NOT Be Booked?

Are there any situations where IntakeOS should NOT book a consultation and should instead pass the patient to your staff? For example: patients under 18, patients who are pregnant, patients who have had prior eye surgery (for LASIK), or patients asking about a procedure you don't offer. Write these in plain language — your setup team will translate them into the system's rules.

Financing & Payment Options

Many patients ask about cost or financing during their first inquiry. If you offer financing options, IntakeOS can mention them during the conversation — which helps hesitant patients commit to booking.

Common Patient Questions

What questions do patients most commonly ask before booking? IntakeOS can answer these instantly. Write them out in a simple Q&A format — this saves your staff time and helps patients feel confident before their consultation.

Attendance Confirmation & No-Show Recovery

Here is how the attendance process works — and why it matters for billing:

Your IntakeOS system — including the OpenClaw AI operating system, NemoClaw security layer, your patient booking calendar, and your compliance logs — all run on a private server that your clinic owns and pays for directly. This is one of the most important things that makes IntakeOS different from other AI tools: your patient data never sits on someone else's shared cloud. It lives on a server registered in your name, in the correct country for your compliance requirements.

Canadian clinics use OVH Montreal. OVH is a leading cloud provider with a data centre physically located in Montréal, Québec. Because patient data never leaves Canadian soil, your clinic satisfies BC's Personal Information Protection Act (PIPA) and Canada's federal PIPEDA privacy requirements by design. Using a US-hosted server for Canadian patient data would put your clinic in breach of PIPA — this is not optional.

US clinics use LiquidWeb HIPAA-compliant hosting. LiquidWeb operates HIPAA-compliant hosting infrastructure in the United States. Before any patient data is processed, your IntakeOS engineer coordinates the signing of a Business Associate Agreement (BAA) between your clinic and LiquidWeb — a legal requirement under HIPAA for any vendor that handles Protected Health Information.

Think of GoHighLevel as the control panel where you can see every patient inquiry, every consultation booked, and every attendance confirmed — all in one place. It works on your phone like an app. Your staff's only new task is replying to one email per consultation (ATTENDED or NOSHOW), and that reply comes through this system. It does not replace your existing patient management software — it only tracks new inquiries before they become patients.

Twilio is the service that connects your existing clinic phone number to IntakeOS. Your patients continue calling the exact same number they always have — nothing changes for them. Behind the scenes, Twilio routes that call: to your staff first during business hours, and to the AI agent if nobody answers within 3 rings or after hours. Twilio also sends all text messages to patients — booking confirmations, reminders, and rebook offers.

Retell AI is what makes the AI agent sound like a real person on the phone. It handles the conversation — asking your qualifying questions, answering patient FAQs, and offering available appointment times. After every call, it automatically sends a full recording and transcript to your patient dashboard so your staff can review what was discussed before the consultation.

ElevenLabs is the voice engine — it determines exactly how your AI intake agent sounds to every patient on every call. The Starter plan ($5/month) is sufficient for most clinics. You choose the communication tone in Section 3, and our setup team selects and configures the right ElevenLabs voice model to match.

SendGrid is the service that sends all automated emails on behalf of your clinic. These include: booking confirmations to patients, 48-hour and day-of appointment reminders, a Pre-Consultation Brief to your staff before each appointment (so they know who is coming and what they asked about), attendance confirmation requests, and monthly performance summaries. All emails come from your clinic's own email address — not from a generic sender.

After every patient call, Claude reads the full conversation transcript and writes a Pre-Consultation Brief — a plain-English summary that lands in your staff's inbox before the patient arrives. It captures the patient's procedure interest, the answers they gave to qualifying questions, any financing concerns they raised, and key things to know going into the consultation. This means your doctors and coordinators walk into every appointment already prepared, not starting from zero. For US clinics, Anthropic offers a HIPAA Business Associate Agreement.

Cal.com is the scheduling system IntakeOS uses to check your availability and book consultations in real time. When a patient qualifies during a call or web inquiry, IntakeOS checks Cal.com for available slots and books one immediately — no manual scheduling required. It is included as part of your IntakeOS setup at no extra cost.