Ontario Clinics: Reduce Intake Calls — Support Patient Attachment.
A Human-First, Multilingual AI Micro-Layer for Clinic Intake — 24/7
Over 2.5 million Ontarians are unattached to a family doctor. When your clinic is not accepting new patients, ClinicHub steps in to do what voicemail cannot — handling new-patient inquiries while existing-patient calls flow through as normal.
By actively guiding unattached patients toward primary care attachment—such as viewing nearby Ontario clinics accepting patients or signing up for alerts when intake opens—ClinicHub reduces repeat intake calls so your reception team can focus on the work that actually requires them.
Fully refundable in the first 14 days. We'll help you test ClinicHub safely alongside your existing phone system.
How ClinicHub Handles New-Patient Calls at the Clinic
ClinicHub affects new-patient inquiries only.
When intake is open, all calls flow to your reception or auto-attendant exactly as they do today.
When intake is closed, ClinicHub steps in to handle new-patient calls before they reach reception.
At no point are existing-patient calls altered, delayed, or redirected.
Why Traditional "Not Accepting Patients" Messages Don't Reduce Calls
Most clinics rely on a simple voicemail message when intake is closed. While it communicates status, it does not solve the underlying issues driving repeat calls.
A static "not accepting new patients" message informs patients of the clinic's status, but does not provide an alternative path forward. Without clear next steps, patients continue to call back or contact multiple clinics in parallel.
The result is the same demand returning to clinic phone lines—unchanged.
Call Comes In
A patient calls your existing clinic number.
Intake Status Checked 24/7
ClinicHub checks your most recent intake status around the clock.
Intake Is Open
Calls route directly to your reception team as they do today.
Intake Is Closed
For new-patient calls only, ClinicHub provides clear, multilingual intake messaging and offers an optional SMS link with next steps.
Existing-patient calls continue to route exactly as they do today, without delay or interruption.
SMS Becomes the Next Step
Patients receive a text with next steps—letting them view nearby clinics accepting new patients or sign up for intake alerts. Learn more
Smart Waitlist Management
AI-assisted waitlists with proactive SMS outreach—keeping lists current and in motion across the province. +$49/month
What ClinicHub Does — And Doesn't Do
We're a coordination layer for intake calls — not a clinical tool or a replacement for medical judgment.
No diagnosis
We never assess symptoms or provide medical advice.
No symptom triage
Clinical decisions stay with clinicians — always.
No EMR access
Zero integration with patient records or clinical systems.
Existing patients unaffected
Current patient calls route through as normal.
Hear the AI in Action
Listen to how ClinicHub's human-first AI micro-layer greets callers before they reach your reception team, providing clear intake guidance only when needed. Choose a voice and press play.
Supports 12 languages: English, French, Mandarin, Cantonese, Hindi, Punjabi, Arabic, Spanish, Urdu, Tagalog, Italian, and Portuguese.
Coming Soon: Generate custom auto-attendant messages using the same AI voice — so callers experience a consistent, professional voice from ClinicHub through to your internal phone menu.
Choose a voice:
Choose a language:
Incoming Call
Maple Health Clinic
Press "Play Demo" to hear the AI greeting
Configure Your Greeting in Seconds
Choose your AI voice, enter your clinic name, and you're ready. ClinicHub handles the rest.
The IVR Voice settings screen — customize your greeting with just a few clicks.
A Front Layer for New-Patient Calls — 24/7
Traditional "not accepting new patients" voicemail messages inform callers of your status, but do not reduce repeat calls or help patients take next steps.
ClinicHub sits in front of your phone lines 24 hours a day, 7 days a week, handling new-patient inquiries only before they reach reception — delivering clear, respectful multilingual intake messaging in 12 languages, including English, French, Mandarin, Cantonese, Hindi, Punjabi, Arabic, Spanish, Urdu, Tagalog, Italian, and Portuguese.
Existing-patient calls continue to route exactly as they do today, without delay or interruption.
When intake is closed, ClinicHub clearly states your current status and offers callers an optional SMS link. The SMS provides patients with a clear next step outside your phone line — allowing them to view nearby clinics that are accepting new patients or sign up for alerts when local intake opens. This breaks the cycle of repeated calls while giving patients a constructive path forward.
The result is fewer interruptions for reception, clearer guidance for patients, and less unnecessary demand pushed back onto clinics that are already at capacity.
A win-win for your team and for the diverse communities you serve.
No scheduling changes
No EMR integration required
No new triage protocols
No unrealistic promises to callers
Eases pressure on overwhelmed government attachment systems
Coming Soon: Smart Waitlist Management
Q2 2026
Set your intake status, and ClinicHub manages repetitive new-patient inquiries — using SMS to redirect demand, reduce repeat calls, and support more responsible access to primary care when intake is closed. +$49/month
What Clinics Gain
Fewer Repetitive Calls
When intake is closed, repeated calls strain reception and leave patients unsure where to turn. ClinicHub intercepts these inquiries automatically—easing staff workload while giving patients a clear path to view nearby clinics accepting new patients, or get notified when local intake opens.
More Time for Patients Who Need You
Reception teams can focus on active patient panels, urgent needs, follow-ups, and the in-clinic work that truly matters.
Consistent, Accurate Communication
Every caller hears the same clear intake status—no mixed messages, no repeated explanations, and no risk of staff fatigue affecting communication.
Improved Patient Experience
When intake is closed, patients receive clear, respectful guidance and an optional SMS link that lets them view nearby clinics with availability or sign up for alerts when local intake opens—instead of hitting a dead end. Learn more about the SMS link
PHIPA-Aligned by Design
ClinicHub collects only the minimal information needed for the SMS availability link and uses secure, Canadian-compliant storage to protect patient privacy.
10-Language IVR Support
Ontario is home to over 200 languages. Our IVR supports English, French, Mandarin, Cantonese, Hindi, Punjabi, Arabic, Spanish, Urdu, and Tagalog—so every patient feels welcome from the first moment.
Coming Soon: 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.
No More Manual Lists
Stop managing paper lists, spreadsheets, or voicemail requests. ClinicHub collects waitlist interest automatically during calls.
Proactive Outreach
When intake opens, reach out to waitlisted patients directly — inviting them to register before the rush.
Full Administrative Control
View, manage, and prioritize your waitlist from the dashboard. Enable or disable the feature anytime.
Coming Q2 2026
Stay in Control with One Toggle
Update your intake status anytime — via your dashboard or our weekly email. ClinicHub instantly adjusts how calls are handled.
The Intake Status screen — one toggle to control how new-patient calls are handled.
Built for Ontario Primary Care
ClinicHub is designed specifically for Ontario's primary care landscape — where 2.5+ million residents are unattached to a family doctor and clinic reception teams face relentless intake demand.
Provincial Demand
Over 2.5 million Ontarians are seeking family doctor attachment. This creates constant intake pressure that overwhelms clinic phone lines.
Multilingual Population
Ontario is home to 200+ languages. Our IVR supports 12 languages so every patient gets clear intake guidance in their preferred language.
Clinic Intake Realities
60% of Ontario clinics report intake overload. ClinicHub reduces repetitive calls while helping unattached patients find their next step.
Related Ontario Resources
In-depth guides on reducing intake calls, clinic management, and primary care access in Ontario.
Reducing Intake Calls for Clinics
How clinics can cut repetitive intake inquiries while supporting patients.
Clinic Intake Management
Best practices for managing new-patient inquiries.
Primary Care Waitlists in Ontario
Understanding how clinic waitlists work.
Finding a Family Doctor in Ontario
Why finding primary care is so difficult.
Ethical AI in Primary Care
How AI can support human decision-making.
Frequently Asked Questions
Common questions from Ontario clinics about ClinicHub.
How does ClinicHub reduce new-patient calls?
ClinicHub intercepts new-patient intake calls when your clinic is not accepting patients. Instead of simply saying "not accepting," it provides clear multilingual guidance and an optional SMS link directing patients to nearby clinics with availability or intake alerts. This reduces repeat calls by giving patients an actionable next step.
Will ClinicHub work with my existing clinic workflow?
Yes. ClinicHub requires no new software, no EMR integration, and no staff training. Clinics update their intake status through a weekly email with simple YES/NO buttons or via an online portal. When intake is open, calls flow to reception exactly as they do today.
Does ClinicHub replace reception staff?
No. ClinicHub handles only new-patient intake inquiries when intake is closed—reducing calls that cannot be resolved anyway. Reception staff remain essential for scheduling, patient relationships, and clinical coordination. Learn more about our ethical AI approach.
Is clinic intake status private or public?
Your intake status is shared only with patients who call your clinic number or search for clinics in your area. ClinicHub does not publish clinic lists publicly without consent, and clinics control their own visibility settings. Status updates are voluntary and clinic-controlled.
How quickly can my clinic get started with ClinicHub?
Most clinics complete setup in under 10 minutes. Call-forwarding activation depends on your phone provider, but many clinics are fully live the same day. No hardware installation or software downloads are required.
What languages does ClinicHub support?
ClinicHub provides multilingual support in 12 languages: English, French, Mandarin, Cantonese, Hindi, Punjabi, Arabic, Spanish, Urdu, Tagalog, Italian, and Portuguese. This ensures callers understand the intake message the first time, reducing confusion and callbacks.
Ready to Reduce Intake Calls?
$49/month — fully refundable in the first 14 days. Side-by-side mode included so you can test safely.