Dedicated healthcare support teams that reduce drop-off at intake, keep appointments on the calendar, and turn first contact into lasting care.
Schedule a MeetingHealthcare-Only BPO · HIPAA-Compliant · Dedicated US-Based Teams
A strong patient intake and scheduling process can boost show rates by more than 10%, materially impacting outcomes and revenue.
Appointments are readily available, with the first option open within the next 3 business days. Appointment slots provide some variety like mornings, afternoons, and weekends. Answers to frequently asked questions like insurance coverage, cost, or provider details are readily available. Instructions are provided for day-of, both on the scheduling call and as a follow up by email or text.
The call provides information about what to expect from the appointment itself, how payment is handled, and the timeline for any follow up items like test results. Pricing is clear, simple, and available to the patient for the most common scenarios.
Service levels are critical for new patient appointments. The first interaction a patient has with a new brand educates them on what to expect from the entire experience. The highest conversion rates and show rates start with answering 90% of calls in 60 seconds or initiating a callback within 60 minutes.
An extension of your team, trained on your product and healthcare protocols
Automation is an important attribute of an effective intake program. Many patients today prefer interactions via asynchronous channels like text message. AI and other automations are wildly effective at guiding ready, inbound patients through the intake process. Outbound messages have a high response rate and also increase the answer rate for follow up outbound calls, once patients know to expect them.
While automation handles the more simple work, human teams provide a boost to conversion and show rates for patients who have complex questions before they commit, struggle to provide all the required information, or simply have a preference for talking to a person as a part of their onboarding process.
Built specifically for healthcare intake and scheduling workflows
Every team member is trained on healthcare protocols, medical terminology, and HIPAA requirements from day one.
Teams work exclusively for your organization, so patients get fast, consistent answers instead of a queue shared across clients.
Human-in-the-loop follow-up and reminders designed to keep patients moving from first contact to their first appointment, and beyond.
Common questions about outsourcing patient intake and scheduling
Patient drop-off during the initial intake process is a major revenue bottleneck for healthtech startups. By deploying a team of advisors at Ardent alongside robust AI processes to manage omnichannel onboarding, startups ensure patients receive immediate, empathetic assistance via chat, SMS, or phone. Now, before their first appointment and between critical sessions, patients have access to the support they need to stick with their treatment. This white-glove support drastically reduces friction, minimizes abandonment, and boosts overall conversion rates.
Yes. Ardent will integrate seamlessly into your internal tools including your EHR, CRM, communication tools, and patient portals so we can operate as an extension of the internal team, not a disconnected vendor.
Startups don't outgrow their internal support capacity, but they do find that day-to-day intake and scheduling volume eventually consumes resources better spent elsewhere. Working with a dedicated team lets your internal staff focus on building product and process improvements, while our agents become fluent in your product, brand voice, and clinical workflows.
Timelines vary by scope and integration requirements, but our teams are built to ramp quickly since they work exclusively on your account from day one. We'll walk through your specific systems and volume on a call to give you a concrete timeline.
Schedule a conversation to see how a dedicated team could reduce drop-off for your patients
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