Explore the demo01
Explain the first visit
Describe your hearing evaluation, how long it takes, and your referral and insurance notes, using what you added to the assistant’s knowledge.
Audiology & hearing aids
An AI receptionist for hearing clinics that patients can call or text.
Your callers include adult children booking a parent’s first hearing test, wearers whose hearing aid stopped working, and patients who find phone calls hard. Your assistant books tests and fittings, answers repair, warranty, and battery questions from your policies, tells callers they can text the same number, and flags sudden hearing loss for your audiologists.
An AI receptionist for audiology and hearing aid practices answers calls and texts while your audiologists are testing and fitting patients, using your services, hearing aid brands, and policies. InsertChat’s assistant books hearing evaluations, fittings, and clean-and-check visits, takes repair requests for your staff, and sends sudden hearing loss and clinical questions to an audiologist.
EXAMPLE WORKFLOW · Phone call
Turn a daughter’s call into her dad’s first hearing test
An adult daughter calls on her lunch break while your audiologist is in the sound booth.
“My father keeps turning the TV up and missing half of what we say. Can I book him a hearing test, and does he need a referral?”
02
Book the evaluation
Offer evaluation times and book the one that works, with the father as the patient and the daughter saved as the scheduling contact.
03
Prepare the audiologist
The summary notes who is coming, the concerns the family described, and that a family member will attend.
Your team sets the boundaries
Sudden hearing loss, ear pain with fever or drainage, and dizziness after a head injury are flagged for your audiologists at once, and callers describing a medical emergency hear your instruction to call 911.
Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions.
What it handles for audiology and hearing aid practices
Answers come from the knowledge you add. Anything on the urgent list follows the handoff rules you set.
Handled by your assistant
Handled by your assistant- Hearing evaluations, hearing aid fittings, and clean-and-check visits
- Hearing aid brands and styles you carry, and the prices you share
- Battery, charging, and cleaning questions answered from your guides
- Warranty, loss and damage, and trial-period policies
- Repair drop-off and mail-in steps
Sent straight to your team
- Sudden hearing loss in one or both ears
- Ear pain with fever, drainage, or bleeding
- Dizziness or balance problems after an injury
- Questions about test results or whether a device suits someone
- Returns, refunds, and billing disputes
What it asks and what it needs to know
Details it collects
Details it collects- Patient name, and the family member calling if it isn’t the patient
- Best way to reach them: a call, a text, or an email
- New patient or current hearing aid wearer
- Hearing aid make and model, for repair or warranty questions
- Insurance or hearing benefit plan, or self-pay
- What they’ve noticed and how long it has been going on
- Preferred days and times
What to add to its knowledge
- Hearing tests, fittings, and follow-up visits you offer
- Hearing aid brands, styles, and price ranges you share
- Trial period, warranty, loss and damage, and return policies
- Battery, charging, and cleaning guides for the devices you fit
- Insurance and hearing benefit plans you accept
- Hours, locations, and your urgent instructions
Can patients with hearing loss text instead of calling?
Yes. Patients and family members can text your InsertChat number and get short written replies from the same knowledge as your phone line. The assistant can book visits, move the ones it booked, answer battery and warranty questions, and take repair requests by text. Add a line to your phone greeting that tells callers they can text the same number. Texting STOP opts a patient out.
Can it help hearing aid wearers troubleshoot a device?
It walks them through the steps you publish, such as changing a battery, checking the charger, or cleaning a dome or wax guard. If those steps don’t fix it, the assistant takes the make, model, and problem, explains your repair drop-off or mail-in process, and records the request for your staff. It doesn’t adjust settings or diagnose a device.
Does InsertChat sign a BAA with audiology practices?
Yes, on Enterprise. Hearing test results, hearing loss details, and insurance information can be protected health information, so choose Enterprise and sign a Business Associate Agreement (BAA) before the assistant collects them. Practices on other plans should keep protected health information out of the assistant and the calendar it books into.
How much does an AI receptionist for audiology practices cost?
Audiology practices that handle protected health information with the assistant need Enterprise, which starts at $998 a month and can sign a BAA. On other plans, starting with Pro at $98 a month, keep protected health information out of the assistant. Calls are billed from monthly credits in whole minutes, and text messages can carry their own charges. The pricing page estimates usage from your monthly calls and messages.
Explore the shared workspace
Explore the InsertChat demo ↗
InsertChat / TodayOpen full demo Explore InsertChat’s shared workspace with Northstar Home Services, our fictional demo business.
Features for audiology and hearing aid practices
AI receptionist
InsertChat answers your business calls from your own services, hours, and prices. It books appointments on your calendar and brings in your team, full transcript attached, when a person should follow up.
Explore AI receptionist
AI text messaging
Customers text your InsertChat number and get answers from your knowledge. Your team sees every thread in the shared inbox and can step in.
Explore AI text messagingScheduling
Your front desk offers open times, books the one the customer picks, and moves or cancels it later, on calls, website chat, and texts. Every booking stays linked to the customer and the conversation.
Explore SchedulingConnect the calendar and tools you use
All integrations ↗
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- Therapy practicesAnswer new-client inquiries and book consultations while your therapists are in session.
Yes. The assistant asks who the appointment is for and who to contact about it, then books the visit in the patient’s name. Both names and the best number to reach the family are saved on the contact, so your front desk knows who to call with questions.
Yes. Set your weekly hours and time zone, and calls ring your front desk while you’re open and go to the assistant after close. On busy fitting days, the office phone can ring for 5 to 60 seconds before the assistant picks up. US and Canadian practices can forward their current number.
Yes, in your words. Add the length of your trial, what happens at the follow-up visits, and any fees that apply if a patient returns the devices, and the assistant answers those questions on calls, texts, and website chat. Requests to return devices or dispute a fee are marked for a person.
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