ClearPath Intake
After-hours patient intake for independent fertility clinics
When a new patient calls after your front desk closes, we answer with empathy and book the consult, so they never end up booking with someone else.
Non-clinical administrative support · Operating under a Business Associate Agreement (HIPAA)
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Non-clinical administrative support · Operating under a Business Associate Agreement (HIPAA) 〰️
Most clinics are not losing patients for lack of demand. They are losing them in the gap between inquiry and treatment, which is the call that comes in after the clinic closes, hits voicemail, and books somewhere else by morning. That patient never shows up as a lead-quality problem or a no-show. They disappear before either one is measured.
The Problem
What Makes Us Different
We are not a call center
Forwards to the provider
Callback in 24–48 hours, if at all
Patient waits, then books elsewhere
Takes a message
Traditional answering service
A real person answers with empathy
Book the appointment directly in your EHR
Triages to your on-call provider by your rules
Calls every booked patient 24 hours ahead to confirm the appointment
ClearPath Intake:
No chatbots. No AI scripts. A person who understands that the patient on the other end is scared and treats them that way.
How It Works
Four steps, live in 3–5 business days
Our 3-5 Day Implementation
Days 1-2: Review clinic rules and lead intake workflow
Days 3-4: Train on the EHR system
Day 5: Go Live; work through bottlenecks
First full week: capture metrics
Weekly report findings
Our Empathy Model
01
Patient calls: after hours or during overflow. We answer live.
02
We listen: empathy first. The patient feels heard, not processed.
03
We book or triage : directly into your EHR, following your scheduling rules.
We follow up: 24-hour appointment reminders, and no-show recovery calls to rebook
04
Coverage
Starting an hour early lets your front desk focus on closing procedures instead of the phone.
After 10:00 PM ET, callers reach voicemail, and we follow up first thing the next morning.
True emergencies route to your on-call provider at all hours, per your protocol.
Coverage begins one hour before your clinic closes and runs through 10:00 PM ET, Monday–Friday.
Weekend, holiday, and daytime overflow coverage available as add-ons
Start with a 60-day pilot
$2,000 per month × 60 days, or $3,500 prepaid (save $500)WHAT THE PILOT INCLUDES
First 30 days: coverage during clinic hours
Second 30 days: coverage focused on after hours
Side-by-side metrics on which window captures more patients for your practice
Go-live within 3–5 business days of onboarding
Month-to-month continuation after the pilot or quarter-to-quarter continuation
One captured IVF patient typically covers the entire pilot.
Who We Serve
Built for independent fertility clinics
We work with independent, owner-operated fertility practices, from solo physicians to groups of up to nine providers, single or multi-location, across the US and Canada.
Voicemails pile up after hours, and nobody gets to them the next day
Recurring patients need rescheduling, but the front desk never gets to the calls
Front desk turnover is high because the role is overloaded
You are attracting international patients who can only call outside your business hours
We also support other specialty practices where timely intake drives access to care.
YOU MAY BE A FIT IF:
Compliance
We work inside your systems. We never store patient data on ours. ClearPath Intake provides non-clinical administrative support only.
Services are performed under a Business Associate Agreement (BAA), with privacy and data protection practices designed to support healthcare environments.
US clinics: We operate under an executed Business Associate Agreement (HIPAA/HITECH) before any access to patient information.
Canadian clinics: We operate under a Data Privacy Agreement aligned to PIPEDA.
. Email us for our PIPEDA commitment.
Work With ClearPath
If your clinic is exploring ways to improve intake consistency, patient follow-up, or consult conversion, reach out to start a conversation.