Capture more new patients and answer their questions with AI voice & chat
Physical therapy and rehab clinics lose new patients every time a referral question goes unanswered or the front desk can't get to a ringing phone during treatment hours. A Venbit agent answers the insurance, referral, and what-to-expect questions, gathers what your team needs to schedule an evaluation, and captures the patient by voice or chat, even after the clinic closes.
The problem
People in pain start looking the minute the doctor says PT
Someone leaves an ortho appointment or wakes up at 6am with a back that won't move, and they search for a clinic right then. They've got questions about whether they need a referral and whether you take their plan. If nobody answers, they call the next clinic on the list, and you never knew that patient was looking.
The front desk is rooming patients, not answering the phone
During treatment hours your front desk is checking people in, handling copays, and keeping the schedule moving. A new patient calling about their first eval hits a busy line or voicemail and moves on. Your most booked-up hours are exactly when you can least afford to pick up, and that's when the new-patient calls come in.
Referral and insurance questions stall the booking
Do I need a script from my doctor, do you take my insurance, how many visits will I get, do you do direct access in my state. Patients won't book until they know the answer, and if they can't get it fast they assume the worst and look elsewhere. Every one of those calls also pulls your staff off the front desk.
New patients only book when their questions get answered fast: People in pain compare a few clinics at once, and the one that answers their referral, insurance, and first-visit questions right away is usually the one that gets the call. If those questions sit unanswered on your site, the patient moves on before your front desk ever hears from them.
A patient cancels a 2pm slot the night before, and that hour sits empty because nobody was around to offer it to someone on the waitlist. Empty slots in a PT schedule are lost revenue you can't make back. The clinic that fills openings fast keeps its therapists busy; the one that can't watches productivity slip.
How Venbit solves it
Answer the pre-booking questions the moment they're asked
The agent greets visitors by voice or chat and handles the questions patients ask before they'll commit to an eval: whether they need a referral, which plans you take, what direct access looks like in your area, what the first visit involves, and where to park. It pulls those answers from what you've trained it on, so they match how your clinic and your state's rules actually work. Nobody waits on hold for something simple.
Capture evaluation requests 24/7
When the clinic is closed, the agent keeps working. It collects the patient's name, contact details, the body part or injury, whether they have a referral, their insurance, and their preferred times, then hands that to your team to schedule in the morning. You walk in to a list of real eval requests instead of an empty voicemail box.
It knows your specialties, your plans, and your process
Train it on the conditions you treat, whether you handle ortho, sports, pelvic floor, vestibular, or post-op rehab, the insurance you accept, your referral and direct-access policy, and your intake steps, and its answers reflect your clinic rather than generic rehab filler. It won't promise dry needling you don't offer or quote a plan you don't take. It answers logistics and services, and it leaves the clinical assessment to your therapists.
Lighten the load on your front desk
The agent clears the high-volume referral, insurance, and what-to-expect questions so your staff can focus on the patients in the clinic and the calls that genuinely need a person. Your team stops repeating the same answers a dozen times a day and gets the front desk back. The whole place runs calmer during the busy treatment block.
Launch in four steps
Add your clinic details
Import your website and tell the agent your specialties, the insurance you accept, your referral and direct-access policy, your hours and locations, and the questions patients ask most. Add your new-patient intake steps and FAQs. This is what makes its answers sound like your clinic rather than a stock chatbot.
Choose what to collect
Decide what your front desk needs to schedule an evaluation: name, phone, the injury or body part, whether they have a referral, their insurance, and preferred times. Mark the essentials as required so nothing comes in half-finished. The agent gathers it conversationally instead of as a stiff intake form.
Install it on your site
Paste a single embed snippet or use the one-click WordPress plugin, and the voice and chat agent goes live across your pages. There's no developer ticket and no site redesign. Most clinics have it running the same day.
Confirm and follow up fast
Eval requests and full conversation transcripts arrive where your team will see them, so you can confirm appointments quickly and call back the patients in the most pain first. You already know the injury, the referral status, and the insurance before you pick up the phone. That speed is often what turns an inquiry into a scheduled plan of care.
What you get
- ✓New-patient eval requests captured even when the front desk can't pick up
- ✓After-hours and weekend questions answered instead of lost to voicemail
- ✓Referral, direct-access, and insurance questions answered before they stall the booking
- ✓Eval requests gathered with injury, referral status, insurance, and preferred times
- ✓Front desk freed from repeating the same intake questions all day
- ✓After-hours eval requests captured so you always have new patients ready to fill open slots
- ✓Voice and chat in one agent, easy for patients in pain or on the move
- ✓One-click WordPress install and a free plan to start
Frequently asked questions
Will the agent give patients medical or treatment advice?+
No, and that's by design. It handles the front-of-house side: explaining your services, answering referral and insurance questions, describing what a first visit involves, and gathering eval requests. It doesn't assess injuries, suggest exercises, or offer any clinical opinion. Anything that needs a therapist's judgment gets captured and handed to your team, so the actual care stays with your licensed staff.
Can it handle referral and direct-access questions correctly?+
Yes, because you train it on your own policy and your state's rules. You tell it whether a referral is required, how many visits direct access allows in your area, and which plans need authorization, and its answers reflect that. When a question gets specific to one patient's coverage, it captures the details and routes them to your front desk rather than guessing, so nobody gets told the wrong thing about their script or their plan.
Can it actually book the evaluation?+
It collects everything your front desk needs to schedule, the patient's name, contact info, injury or body part, referral status, insurance, and preferred times, then routes that request to you or into your scheduling flow. Your staff keeps control of the real calendar, which matters when you're balancing therapist availability and authorization. The agent makes sure each request arrives complete instead of as a vague voicemail.
Will it know which insurance plans we accept?+
Yes, because you train it on that directly. You tell it the plans you take, the conditions you treat, and your authorization process, and its answers reflect how your clinic really runs. It won't tell someone you're in-network when you aren't, and when a coverage question goes beyond what you've given it, it's designed to say so and offer to pass the patient to your team rather than guess.
Our patients aren't all comfortable typing. Will they use it?+
That's part of why voice matters here. A patient with a hurt shoulder or an older patient who finds a phone keyboard awkward can simply tap the button and ask out loud, the same way they'd talk to your receptionist. Patients who'd rather type quietly can do that instead. The same agent handles both, so you're not forcing anyone into a format that's hard for them right now.
We use WordPress. How hard is it to add?+
It's about as easy as installing any other plugin. Venbit has a one-click WordPress plugin, so you add it and the voice and chat agent appears on your site with no code and no developer. If your clinic site runs on something else, a single embed snippet does the same thing on any platform.
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