Book every requisition the day it arrives.
Callspace reads each requisition fax and books the ultrasound, X-ray, mammogram, bone density or nuclear medicine exam in your system. It sends prep instructions before the patient arrives.
- Patient
Hi, my doctor sent over a requisition for an abdominal ultrasound.
- Callspace
I can book that now. Can I have your name and date of birth?
- Patient
Helen Wu, May 19th, 1970.
- Callspace
Thanks, Helen. I have the requisition from Dr. Fraser. There’s Thursday at 8:15 or Friday at 10:40.
- Patient
Thursday morning.
- Callspace
You’re booked for Thursday at 8:15. Please don’t eat or drink for eight hours before, and bring your health card. I’ll text you these instructions now.
- Requisition matched: Dr. Fraser
- Abdominal ultrasound booked · Thu 8:15
- Prep instructions sent by text
The calls Callspace takes for you.
-
Booking from a requisition
Callspace finds the faxed requisition and books the exam while the patient is on the line. Each exam type gets its own room and slot length.
-
Prep questions
Prep answers come from your own prep sheets: fasting, a full bladder, what to bring. Medication questions go to your clinic.
-
Results and report questions
Reports go to the ordering physician. If a patient asks about a result, Callspace tells them who will have it and sends the request to your team.
Callspace books every referral.
When a requisition arrives, Callspace calls the patient and books the exam with the right prep.
-
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.
-
Set the objective
Book the consult, book the test, or confirm the appointment.
-
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.
-
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 Robert? This is the assistant at Lakeside Imaging. This call is recorded.
- Patient
Yes, it is.
- Callspace
Thanks, Robert. Can you confirm your date of birth for me?
- Patient
January 4th, 1952.
- Callspace
Thank you. Your doctor sent us a requisition for a bone density scan, and I can book it now. There’s Monday the 16th at 9:30 or Wednesday the 18th at 2:00.
- Patient
Wednesday works.
- Callspace
You’re booked for Wednesday the 18th at 2:00. Please skip calcium supplements that morning and wear clothes without metal.
- Called at 10:05, inside clinic hours
- Identity confirmed before the exam was mentioned
- Bone density booked · Wed 18 · 2:00
- 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 their next screening.
When a screening mammogram or bone density scan comes due, Callspace calls the patient and books it.
- Callspace
Hi, is this Susan? This is the assistant at Lakeside Imaging. This call is recorded.
- Patient
Speaking.
- Callspace
Thanks, Susan. Can you confirm your date of birth before I go on?
- Patient
March 11th, 1966.
- Callspace
Thank you. You’re due for your screening mammogram. I have Tuesday at 11:20 or Thursday at 3:40.
- Patient
Thursday, please.
- Callspace
You’re booked for Thursday at 3:40. Please skip deodorant and lotion that day.
- Identity confirmed before the exam was mentioned
- Screening mammogram booked · Thu 3:40
Clinical judgment stays with your team.
- It does not read out or explain an image or a report.
- It does not say whether an exam is urgent or needed.
- It does not tell a patient whether to take a medication before an exam.
- If a caller describes a medical emergency, Callspace tells them to call 911. If a caller asks about a result, it sends the call to your team with 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 book exams that need different rooms and slot lengths?
Yes. You set up each exam type with its room, slot length and prep. Callspace then books an abdominal ultrasound and a DXA scan the way your schedule expects.
What if the requisition is missing something?
Callspace asks the referring office for what is missing, such as the clinical history or the health card number. It books the exam once the answer comes back.
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.