Frequently Asked Questions
Find answers to common questions about ClinicHub for patients and clinics.
General Questions
Yes. ClinicHub is designed to handle caller information using PHIPA-aligned principles, with minimal data storage and secure transmission. See our Ethical AI page for details on our approach.
No — everything is handled through phone and SMS. No app required.
Questions for Patients
Search by postal code on ClinicHub to see which clinics near you may be accepting new patients. The platform displays up-to-date intake status from participating clinics, so you don't have to call each clinic individually or rely on outdated directories. Start your search on our For Patients page.
Yes. All patients receive a free weekly email digest showing clinics that have recently opened intake in their area. For faster notifications, you can upgrade to Plus to receive real-time SMS alerts the moment any nearby clinic opens.
Yes. Core features are free: search clinics by postal code, view intake status, and receive a weekly availability digest. An optional paid upgrade ($5/month or $39/year) provides real-time SMS alerts for patients who want faster notifications. See our Pricing page for details.
Clinics can update their intake status at any time through a weekly email prompt or by logging into their dashboard. This ensures patients see current availability rather than stale information from outdated directories.
ClinicHub collects only the information needed to deliver alerts: your postal code, email, and optionally your phone number for SMS alerts. Your information is stored securely and is not shared with clinics unless you contact them directly. All data handling aligns with PHIPA principles. See our Privacy Policy for details.
If no clinics in your immediate area are accepting new patients, ClinicHub will automatically expand the search radius to find the nearest available options. You can also sign up for alerts to be notified when clinics closer to you open intake. For more resources, visit our guide on Finding a Family Doctor in Ontario.
Questions for Clinics
No. ClinicHub only reduces repetitive "Are you accepting?" calls. All clinical questions, bookings, and patient conversations still go directly to staff. Learn more on our For Clinics page.
Yes. ClinicHub triages new-patient intake calls 24 hours a day, 7 days a week. When intake is closed, callers receive clear, multilingual guidance at any time — including evenings, weekends, and holidays — so your reception team isn't burdened with after-hours inquiries they can't act on.
Not required. Intake status is updated by email or login — no EMR integration needed.
No. ClinicHub provides accurate messaging based on the clinic's own intake status. No promises, guarantees, or clinical advice are given.
Yes — through a weekly email reminder or by logging into your dashboard. Changes take effect immediately.
No. There are no significant changes to your phone setup.
Your clinic simply forwards its existing phone number through ClinicHub, which acts as a lightweight front layer before calls reach your reception team.
ClinicHub only intervenes for new-patient inquiries when intake is closed. All other calls continue to route to your existing phone system exactly as they do today.
There's no need to replace your phone provider, change extensions, or retrain staff.
Your clinic simply forwards its existing phone number through ClinicHub, which acts as a lightweight front layer before calls reach your reception team.
ClinicHub only intervenes for new-patient inquiries when intake is closed. All other calls continue to route to your existing phone system exactly as they do today.
There's no need to replace your phone provider, change extensions, or retrain staff.
Your phones keep working exactly as they did before.
ClinicHub has built-in automatic failover. If our system ever experiences an outage, calls route directly to your reception phone — instantly and automatically. Your patients never hear an error message, and your staff won't notice any difference.
We continuously monitor system health. If something goes wrong, failover activates within seconds. When the issue is resolved, normal operation resumes automatically.
ClinicHub is an enhancement layer, not a replacement. Your existing phone line remains fully functional at all times. Zero risk to your operations.
ClinicHub has built-in automatic failover. If our system ever experiences an outage, calls route directly to your reception phone — instantly and automatically. Your patients never hear an error message, and your staff won't notice any difference.
We continuously monitor system health. If something goes wrong, failover activates within seconds. When the issue is resolved, normal operation resumes automatically.
ClinicHub is an enhancement layer, not a replacement. Your existing phone line remains fully functional at all times. Zero risk to your operations.
When a clinic is not accepting new patients, ClinicHub clearly informs the caller and offers an optional SMS link.
The link allows patients to:
- View nearby clinics that are currently accepting new patients
- Sign up to receive alerts when local intake opens
- Avoid repeatedly calling clinics or checking outdated directories
The SMS link is optional, non-intrusive, and designed to give patients a clear next step—without sending additional calls to clinic reception. Learn more about reducing intake calls.
The link allows patients to:
- View nearby clinics that are currently accepting new patients
- Sign up to receive alerts when local intake opens
- Avoid repeatedly calling clinics or checking outdated directories
The SMS link is optional, non-intrusive, and designed to give patients a clear next step—without sending additional calls to clinic reception. Learn more about reducing intake calls.
When your clinic is not accepting new patients, ClinicHub can offer callers an optional SMS link after clearly stating your intake status.
From the clinic's perspective, the SMS link:
- Redirects new-patient inquiries away from your phone line
- Gives patients a clear next step without involving reception
- Allows patients to view nearby clinics that are accepting new patients
- Lets patients sign up for alerts when local intake opens
The SMS link does not:
- Send patients back to your clinic when intake is closed
- Create additional work for your staff
- Share your clinic's phone number with other clinics
- Collect clinical or diagnostic information
The goal of the SMS link is to reduce repeat calls, improve patient clarity, and support more responsible access to care—while keeping your clinic fully in control of when intake is open or closed.
From the clinic's perspective, the SMS link:
- Redirects new-patient inquiries away from your phone line
- Gives patients a clear next step without involving reception
- Allows patients to view nearby clinics that are accepting new patients
- Lets patients sign up for alerts when local intake opens
The SMS link does not:
- Send patients back to your clinic when intake is closed
- Create additional work for your staff
- Share your clinic's phone number with other clinics
- Collect clinical or diagnostic information
The goal of the SMS link is to reduce repeat calls, improve patient clarity, and support more responsible access to care—while keeping your clinic fully in control of when intake is open or closed.
ClinicHub's call triage supports 12 languages: English, French, Mandarin, Cantonese, Hindi, Punjabi, Arabic, Spanish, Urdu, Tagalog, Italian, and Portuguese. Clinics can choose which languages to offer callers in their dashboard settings.
Sign up online and we'll guide you through onboarding. Most clinics are live within 24 hours. See our Pricing page for plan details.
We're actively building new features to help clinics manage intake more effectively. Coming in Q2 2026:
Smart Waitlist Management
AI-assisted waitlists with proactive SMS outreach—giving clinics a simple way to manage demand when intake is closed but a waitlist is appropriate, while enabling province-wide list coordination that removes patients from other waitlists once they find care, keeping lists current and in motion. Learn more about waitlist challenges in Ontario.
AI Voice Generator for Auto-Attendant
Create professional-quality audio greetings for your internal phone system. Simply type your message, choose a voice, and download a high-quality audio file ready to upload to your PBX or phone provider. Supports multiple languages with natural-sounding voices powered by ElevenLabs.
Visit our Future Features page to learn more about what we're building.
Smart Waitlist Management
AI-assisted waitlists with proactive SMS outreach—giving clinics a simple way to manage demand when intake is closed but a waitlist is appropriate, while enabling province-wide list coordination that removes patients from other waitlists once they find care, keeping lists current and in motion. Learn more about waitlist challenges in Ontario.
AI Voice Generator for Auto-Attendant
Create professional-quality audio greetings for your internal phone system. Simply type your message, choose a voice, and download a high-quality audio file ready to upload to your PBX or phone provider. Supports multiple languages with natural-sounding voices powered by ElevenLabs.
Visit our Future Features page to learn more about what we're building.
Questions for Dental Clinics
ClinicHub manages intake-related phone calls before they reach your front desk. This includes CDCP inquiries, new-patient intake calls, and existing-patient calls. All caller types can optionally use the callback waitlist. Existing patients choose whether to transfer to reception or leave a callback request.
When a patient calls your clinic, they are given clear options for CDCP inquiries, new patients, or existing patients. Existing patients can transfer to reception or leave a callback request. New patients either ring through to reception or are collected on a callback waitlist, depending on your settings. CDCP callers hear your intake status and receive official next steps by SMS.
The Canada Dental Care Plan is a Government of Canada program that helps eligible Canadians access dental care. Patients must apply and be approved through the federal government. Clinics choose whether and how they participate. ClinicHub does not determine eligibility or enrollment.
ClinicHub costs $69 per month per clinic. There are no contracts, and clinics can cancel at any time. Side-by-side mode is included so you can test alongside your existing phone setup, with a full refund available during the first 14 days.
Yes. Clinics can set separate intake statuses for CDCP patients and non-CDCP new patients. Each can be set to Accepting or Not Accepting, and updated at any time.
Yes. SMS messages are sent in two cases: CDCP callers receive a one-time SMS with official Government of Canada information and next steps, and new patients added to the callback waitlist receive an SMS confirming their request and that the clinic will contact them.
Patients can search for CDCP-accepting dental providers using Sun Life's official provider search tool at sunlife.ca/sl/cdcp/en/member/provider-search. When a patient calls a ClinicHub-enabled clinic that is not accepting CDCP, they automatically receive an SMS with this link so they can find other providers nearby.
No. ClinicHub does not verify eligibility, approval status, or coverage. All CDCP eligibility decisions are handled by the Government of Canada.
No. The callback waitlist collects contact details only. ClinicHub does not book appointments or promise availability.
No. ClinicHub is an independent Canadian software service built to help dental clinics manage intake calls more efficiently. It is not affiliated with or operated by the Government of Canada.