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How It Works

From signed contract to
live calls in 7 days

DMEDesk is set up by our team, not yours. We handle the integration, the scripts, and the compliance setup — you just start answering fewer calls.

Live Call Flow

Watch a call happen in real time

This is what runs every time a patient calls your number — from first ring to workflow update.

📞
Patient
Calls
🤖
AI
Answers
📋
Intake
Collected
🛡️
PHI via
Secure Pipeline
🔗
Workflow
Updated
✓
Call
Complete
📞
Step 1 of 6
Patient calls your number — DMEDesk picks up in under 1 second, any time of day.
Onboarding

Seven days to go live

Our team does the heavy lifting. Most clients receive real patient calls within one week of signing.

1
Day 1 — Kickoff Call (60 min)

We learn your operation

Our specialist walks through your call volume, products, intake workflow, and handoff requirements. This call drives everything.

  • Map your intake questions and required fields
  • Identify which calls AI handles vs. transfers to staff
  • Confirm where completed intake details should go
  • Sign your HIPAA Business Associate Agreement
2
Days 2–3 — Build

We configure your AI agent

Custom intake script built for your products. Workflow handoffs configured. Data is prepared for your team before you touch anything.

  • Custom script for your products (orthotics, CPAP, mobility, etc.)
  • Workflow handoffs configured for completed intake data
  • PHI routing set up through encrypted HIPAA-compliant pipeline
  • Live transfer rules configured for your team's numbers
3
Day 4 — Phone Setup

Your number, zero disruption

We connect DMEDesk to your existing phone number. Patients keep calling the same number they already know.

  • SIP forwarding from your existing landline or VoIP number
  • Optional: provision a new US number
  • After-hours and holiday schedules configured
  • Overflow rules for when live transfer is unavailable
4
Day 5 — QA

We test before your patients do

Our team runs a full QA session — 20+ real scenarios, intake data verification, and escalation path testing.

  • 20+ test scenarios against your intake script
  • Verify intake data appears correctly in the agreed workflow
  • Confirm live transfer connects to the right person
  • Review recordings and transcripts in your dashboard
5
Days 6–7 — Go Live

DMEDesk starts answering calls

We flip the switch. Our team monitors live for the first 48 hours and makes real-time adjustments.

  • Live monitoring for the first 48 hours
  • Same-day script adjustments from real call data
  • Staff briefed on the transfer experience
  • Weekly check-in call scheduled for the first month
Data Architecture

HIPAA-compliant by design

Two separate pipelines. PHI routes exclusively through an encrypted HIPAA pipeline. Non-PHI via standard automation.

📞
Patient Call
Inbound / Outbound
→
🤖
DMEDesk AI
Voice Agent
↓
PHI / Clinical Data
→
🛡️
Secure Pipeline
HIPAA encrypted
→
🔗
Your Operations Workflow
Configured handoff
Non-PHI Data
→
⚙️
Automation Layer
Standard workflows
→
🔔
CRM / Notifications
HubSpot, Slack, etc.
PHI routes via encrypted pipeline — HIPAA-compliant
Non-PHI via standard automation tools
During a Live Call

What happens in real time

Step through each moment of a live DMEDesk intake call.

📞
Call Answered (<1 second)
Patient calls your number. DMEDesk picks up instantly.
🤖
Intent Detected
AI identifies why the patient is calling and routes to the right script.
📋
Intake Collected
Required fields collected conversationally — insurance, DOB, physician, product.
🔗
Data Prepared
Completed intake is organized for your team before the call ends.
✓
Call Closed or Transferred
Patient confirmed, call summarized, or warm-transferred with full context.
📞 Incoming Call
Status
Answered in 0.8s — AI active
Caller
+1 (614) 555-0182 — Ohio
Time
6:47 PM EST — After-hours
Greeting
"Thank you for calling Riverside Medical Supply. I'm Aria. How can I help you today?"
🤖 Intent Detection
Detected Intent
New patient order — orthotic device
Confidence
97%
Script Branch
Orthotic Intake Flow v2.1
Patient Said
"My doctor prescribed a back brace and I need to get it through insurance."
📋 Intake Collection
Progress
4 of 6 fields collected
Patient Name
Robert Lindemann ✓
Date of Birth
March 14, 1962 ✓
Insurance
Medicare Part B ✓
Prescribing MD
Dr. Sarah Chen — NPI collecting...
🔗 Workflow Update
Status
Intake prepared ✓
Record ID
INTAKE-2025-0041829
Pipeline
Encrypted HIPAA Pipeline → Workflow Handoff
Prior Auth
Workflow triggered automatically ✓
✓ Call Complete
Resolution
Handled by AI — no transfer needed
Duration
4 min 12 sec
Transcript
Saved & searchable ✓
Summary
New patient intake complete. Medicare verified. Prior auth for L0457 TLSO brace initiated.

Book your kickoff call today

20 minutes. Live demo using your script — before you commit to anything.

Book My Demo
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