Hey there! Chris here, founder of Aeva AI Receptionist
A few days ago I jumped on a call with a clinic owner who had attended the Clinic Mastery Summit in Australia.
What was interesting was how he got to being on the call with me.
He told me that going into the summit, AI receptionists were the last thing he thought he’d care about. No interest at all.
But after they played a live demo of Aeva AI. It flipped.
Not just because it sounded realistic (his words were basically “that’s freakishly real”), but because of how well it actually handled a patient enquiry. It wasn’t clunky. It wasn’t robotic. It just… worked.
But the real hook wasn’t just the tech.
It was how it was framed.
“If you miss 10 calls over the weekend, you lose 10 opportunities.
But if even 2 of those are new patients… It’s already paid for itself.”
That stuck with him.
By the time he got on the call with me, he wasn’t trying to be convinced. He’d already done the math in his head.
He just needed to see how quickly he could get it live.
And that same idea shows up in more places than just missed calls.
A patient calls to cancel last minute.
You enforce your cancellation policy… they agree… but that slot just sits there empty.
Revenue gone. Time lost. Nothing recovered.
That’s how it usually plays out.
But one clinic owner I spoke with this week took a different approach.
Instead of stopping at the fee, they added one simple line to their AI receptionist’s cancellation policy:
“Because your appointment is less than 24 hours away, there may be a $50 late cancellation fee. Are you sure you’d like to proceed, or should we change this to a telehealth appointment instead?”
Such a small change.
But now, instead of a dead-end cancellation, you create a second path:
→ Keep the booking
→ Deliver it virtually
→ Still get paid
It’s the same principle as before.
You don’t need to save everything.
You just need to recover what you can.
And when this is done consistently for every late cancellation… it adds up fast.
(if you’d like to use the full script we created for this clinic owner to put into your AI receptionist’s cancellation policy. Reply below, and I’ll send it through)
Most clinics think the problem is missed calls.
It’s not.
The real problem is unrecovered opportunities.
Missed calls are just one example.
Last-minute cancellations are another.
Voicemails that never get left.
Gaps in the schedule that could’ve been filled.
These aren’t operational issues.
They’re leak points.
And the more holes you close,
the more your schedule stays full, without needing more leads.
Every call counts,
Chris Baxter
founder, Aeva AI Receptionist for healthcare
P.S. If you’ve got a useful tip or fun story about your AI receptionist, I’d love to hear about it. Hit reply below.
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