Hey there! Chris here from Aeva AI Receptionist for Healthcare.
Over the past year, I’ve spoken with 757 clinic owners from around the world about what’s really happening inside their clinics.
Different countries.
Different specialties.
Solo operators.
Multi-location groups.
Now, of course, I don’t have a photographic memory. There’s not a chance I could recall information from 757 conversations.
But I do have a business partner, Louis. Who happens to be the mind behind building the amazing Aeva platform itself.
So I asked him to build something for us.
An AI meeting reviewer that analysed call transcripts and pulled out the most consistent patterns, concerns, and frustrations clinic owners shared.
What we found surprised me.
Across specialties, clinic sizes, and even continents, the same themes kept surfacing.
Here’s what we learnt:
1. The universal problem: missed calls
78% of clinic owners brought this up on their own.
Not AI. Not marketing. Not staffing strategy.
Missed calls.
What they described wasn't dramatic. It was ordinary. A phone ringing while they're mid-consult. A callback that didn't happen until the next morning. A front desk stretched too thin to offer great service.
The part that stuck with me: In most cases, that patient has already moved on before they get a call back.
2. Many are doing it themselves
Over half of the clinic owners we analysed (55%) described doing everything themselves.
Practitioner.
Manager.
Reception.
And when you dig into why, the same thing keeps coming up.
$40K–$80K per year for in-house reception.
$300–$570 per month for call centre answering services they weren’t happy with.
So what happens?
They do it themselves.
They answer calls between consults.
They return voicemails at night.
Not because that’s the dream.
Because the alternative feels too expensive or not good enough.
And over time, that becomes exhausting and impossible to grow.
3. After-hours is a major revenue gap
Almost 100% of clinics specifically cited no after-hours/weekend coverage.
Calls go to voicemail.
Or nowhere.
Patients don’t call when it’s convenient for you.
They call when they remember.
When the pain flares up.
When they finally sit down in the evening.
If that call goes to voicemail?
Many don’t leave one.
They move on.
This isn’t really about AI.
Three problems. Nearly every clinic. Regardless of size, specialty, or location.
Missed calls that cost bookings. Owners doing jobs they shouldn't have to. After-hours gaps treated as normal.
None of this is a failing. The economics just never made it easy.
But what struck me most wasn't the problems.
It was how normal they'd become.
Returning Friday evening calls on a Monday morning. Missing calls mid-consult. Running reception themselves. Described like it was just... part of the job.
Someone builds a reputation over years. Earns every referral. Every review.
Then loses the booking because nobody answered.
This is what drives everything we build, and it’s what we’re here to change.
Every call counts,
Chris Baxter
founder, Aeva AI Receptionist for healthcare
P.S. If you’ve got a fun story about your AI receptionist, I’d love to hear about it. Hit reply or book a time with me below.
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