Book every referred skin check.
Callspace reads each referral fax and books the skin check, follow-up or cosmetic consult in your EMR. It confirms the referral first, and the patient fills in intake before they arrive.
- Patient
Hi, my family doctor referred me to have a mole looked at.
- Callspace
Thanks. Dr. Shah has Monday at 9:00 or Tuesday at 9:30. Which works?
- Patient
Monday. It’s Jeff Lau.
- Callspace
Thanks, Jeff. You’re booked with Dr. Shah on Monday at 9:00.
- Referral noted in the summary
- Skin check booked · Mon 9:00 · Dr. Shah
Hear a real call.
A patient called The Ridge Dermatology in Richmond Hill, Ontario. Callspace answered and booked the visit. We masked the patient’s details.
The calls Callspace takes for you.
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Skin checks and follow-ups
While the patient is on the line, Callspace finds an open slot and books it into your schedule.
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The referral question
For a medical visit, Callspace checks for a referral the way your clinic requires and notes the referring doctor in the summary.
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Messages for the clinical team
If a rash hasn’t cleared or a patient has a question about a prescription, Callspace takes a message and sends it to your team.
Callspace books every referral.
Callspace calls each referred patient during your hours and books their first visit.
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Load the list
Export the referrals waiting to be booked from your EMR and upload them, or tag patients in the app. Everyone on the list is a referred patient of your practice.
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Set the objective
Book the consult, book the test, or confirm the appointment.
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Set the calling window
Callspace makes up to five attempts per patient, on the days and hours you choose. A voicemail counts as an attempt. A patient who asks to stop is marked do-not-call.
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Read the outcomes
Callspace marks each patient booked, confirmed, callback requested, unreachable or declined, and records the reason. Your team works only the exceptions.
- Callspace
Hi, is this Grace? This is the assistant at Lakeside Dermatology. This call is recorded.
- Patient
Yes, this is Grace.
- Callspace
Thanks, Grace. Can you confirm your date of birth before I go on?
- Patient
August 14th, 1972.
- Callspace
Thank you. Your family doctor referred you to Dr. Shah, and I can book your first visit. There’s Tuesday the 21st at 10:40 or Thursday the 23rd at 3:10.
- Patient
Tuesday morning is good.
- Callspace
You’re booked with Dr. Shah on Tuesday the 21st at 10:40.
- Called at 11:30, inside clinic hours
- Identity confirmed before the visit was mentioned
- First visit booked · Tue 21 · 10:40 · Dr. Shah
- Outcome recorded: booked
The practice and patient are fictional. With compliance mode on, Callspace says nothing about the visit until the patient confirms who they are. If someone else answers, it does not mention the visit.
Then it calls patients who are due for a skin check.
Callspace calls patients who are due for an annual full-body check or a post-procedure follow-up, and patients who cancelled and never rebooked.
- Callspace
Hi, is this Priya? This is the assistant at Lakeside Dermatology. This call is recorded.
- Patient
Yes, speaking.
- Callspace
Thanks, Priya. You’re due for your annual skin check with Dr. Shah. I can book it now if you have a minute.
- Patient
Sure. Later in the day is better.
- Callspace
Dr. Shah has Tuesday the 14th at 3:30 or Thursday the 16th at 4:10.
- Patient
Thursday.
- Callspace
You’re booked for Thursday the 16th at 4:10 with Dr. Shah.
- Called at 10:20, inside office hours
- Identity confirmed before the visit was mentioned
- Skin check booked · Thu 16 · 4:10 · Dr. Shah
- Outcome recorded: booked
Clinical judgment stays with your team.
- It does not give clinical advice, assess a mole or rash, or recommend treatment.
- It does not read a chart, pathology report, or biopsy result back to a caller.
- If a caller describes a severe reaction, bleeding that won’t stop, or a rash spreading with a fever, Callspace sends the call to a person and attaches the transcript.
Patient privacy is built in.
Callspace acts as your clinic’s agent under PHIPA, and the BAA is signed before any patient data moves. A SOC 2 Type II audit is underway.
- Compliance mode, one way only
- Notifications carry no PHI
- Every access recorded
- Diagnostics log field names only
- Retention you set, disposal you can prove
- Recordings behind expiring links
- Fails closed
- BAA before your first call
Questions we get asked
Can it tell medical calls from cosmetic ones?
Yes, using the rules you give it. Callspace can quote your prices for a cosmetic consult and book it straight away. For a medical visit it can require a referral first. Both calls land in your inbox with the transcript.
Can it check whether a referral has arrived?
Yes. Callspace reads each referral fax and matches it to the patient. When the patient calls, it can tell them whether the referral is here and book the visit.
Does it work with our EMR?
Yes. Callspace reads referrals and patient records from the EMR you run, books appointments into it, and files intake and follow-up notes to the chart. The EMR page lists the systems Callspace connects to.
Does it replace our front desk?
It takes the calls that reach voicemail today and makes the referral calls nobody has time for. When it cannot settle something, it sends the call to your team with the transcript.
Will patients know they are talking to an AI?
It introduces itself the way you tell it to and says the call is recorded. If a patient asks for a person, Callspace transfers them to the line you name or leaves a callback task in your inbox with the transcript.
How do we see what it booked?
Every call and every referral-list attempt has a recording, a transcript, and an outcome: booked, rescheduled, callback requested, or the reason it did not happen.
Will you sign a business associate agreement?
Yes, before the first call. Compliance mode is switched on for your organization at the same time.
Where does patient information go?
With compliance mode on, it stays inside the app. Email and SMS summaries carry only a link, and push notifications drop the preview. Every read of a patient record goes into an access log you can export.
See Callspace run your workflow.
Bring us the workflow that costs your team the most hours. In a 30-minute demo, we show you how Callspace runs it from start to finish.