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Healthcare · HIPAA

An AI virtual receptionist for HIPAA-covered practices, with a signed BAA

Patients call to book, cancel and ask questions, and many share health details along the way. Your AI virtual receptionist answers patient calls under a signed Business Associate Agreement, asks only for what each call needs and never puts health details in an email.

No credit card required. Cancel anytime.

Hear it answer — call our AI receptionist(450) 367-9990

Is there a HIPAA-compliant virtual receptionist?

No software is HIPAA compliant by itself. A practice can use an AI virtual receptionist within HIPAA when three things are in place: business associate agreements with every company that handles patient information on a call, safeguards on the information, and a call flow that collects only what each call needs. Your practice’s own HIPAA duties stay with you.

An AI receptionist that answers patient calls handles protected health information, so the company behind it is a business associate under HIPAA. A signed Business Associate Agreement (BAA) is the starting point, not an upgrade. “HIPAA-friendly” isn’t a standard, and neither is a BAA that only comes with an enterprise plan.

With 365vox, the agreement comes with the agent, at no extra cost. When you create the agent, the portal asks: “Will callers share health information with this agent?” A Yes opens the health-information agreement: a HIPAA business associate agreement for US practices and a service agreement under the Canadian health privacy law that applies to you. You accept it before that agent can handle health information. We have our own business associate agreement with every company that handles patient information on a call: the voice AI, speech recognition, phone service, hosting and database.

It never makes clinical decisions

Your virtual receptionist records what the caller says and follows your rules. It doesn’t assess symptoms or give medical advice. Calls are routed by the words and rules you set. It’s set up to tell anyone who describes a life-threatening emergency to hang up and call 911. Like any AI, it can mishear or misunderstand, so it isn’t an emergency service and doesn’t replace your own emergency arrangements.

Where patient information goes on a call

Each step of a patient call and its safeguard
StepWhat happensSafeguard
AnswerThe voice AI answers and says it’s an AI and that the call is recordedOur BAA with the voice provider; encrypted between our systems and our providers (the public phone network itself isn’t)
UnderstandSpeech recognition turns the caller’s words into textOur BAA with the speech provider; our contract doesn’t allow it to train AI models on your calls
KeepThe summary, recording and transcript are saved for your teamEncrypted at rest; recordings kept 7, 14 or 30 days, as you choose, and the transcript and summary on the same schedule
AlertYour team gets an email that a call came inNo health details in the email; they stay in the portal
ReviewYour team opens the call in the portalSign-in with an emailed code; only your team’s accounts
BookThe appointment goes into your practice software, where connectedOnly software that signs a health-information contract

We have our own business associate agreement with every company in this path that handles patient information.

Rules in your state

HIPAA is the same in every state. Call recording and some health privacy rules aren’t. Pick your state.

All 50 states and DC. If your callers are in several states, check each one, and when a call crosses state lines, plan for the stricter rule.

General information, not legal advice. Recording rules from Justia’s 50-state survey, checked October 2026. See every state in one table.

Your state

—

to record a call

Choose a state to see its recording rule.
State health privacyHIPAA, plus the state’s own data-breach notice law.
What your receptionist doesIt says it’s an AI and that the call is recorded in its first sentence, on every call, in every state. That’s a common way to seek consent in all-party states; ask your lawyer whether it’s enough for you. Callers who don’t want to continue can hang up or ask for a person.
Talk it through with us

What every Business Associate Agreement must cover, ours included

HIPAA lists what a BAA must say (45 CFR 164.504(e)). Ours says all of it, and one thing more.

  • What we may use patient information for: answering and handling your calls, nothing else
  • The safeguards the HIPAA Security Rule asks for
  • Reporting to you any use that isn’t allowed, including a breach
  • Our own written agreement, with the same restrictions, with every company that handles patient information on your calls
  • Help when a patient asks to see, correct or get an accounting of their information
  • Our records available to the Department of Health and Human Services if it asks
  • Return or deletion of patient information when you leave
  • Our Terms and Data Processing Addendum also say your calls aren’t used to train AI models

What stays with your practice

A BAA doesn’t move your own HIPAA duties to us. You still run your risk analysis, decide who on your team sees calls, train your staff and answer patients’ requests. We give you what you need to do it.

From signed agreement to the first patient call

  1. Answer the health question

    When you create your agent, the portal asks: “Will callers share health information with this agent?” A Yes holds the agent to stricter rules, such as emails that only say a call came in.

  2. Accept the agreement

    A Yes opens our health-information agreement, a HIPAA Business Associate Agreement for US practices. You accept it in the portal before that agent can handle health information.

  3. Set what each call collects

    For each kind of call, you approve the questions: usually a name, a date of birth, a callback number and the reason in a few words. Nothing more.

  4. Test, then go live

    You call your agent and try every kind of call before it answers a patient. Activate stays off until you’ve tested it.

A patient call, handled the HIPAA way

Sample call · Lakeside Family Medicine (example practice)
  1. AI receptionistThanks for calling Lakeside Family Medicine. I’m the practice’s AI virtual receptionist. This call is recorded and transcribed so we can handle your request. How can I help?
  2. CallerI need to move my appointment tomorrow. It’s about my blood pressure medication.
  3. AI receptionistI can help with that. What’s your full name and date of birth?
  4. CallerMaria Lopez, March 3, 1968.
  5. AI receptionistThank you, Maria. I can move you to Thursday at 9:40 with Dr. Patel. Would that work?
  6. CallerYes. Should I keep taking the new dose until then?
  7. AI receptionistThat’s a question for Dr. Patel’s team, so I’ll ask them to call you back today. If this is an emergency, please hang up and call 911.

What your missed calls are worth

Put in your own numbers.

After hours, weekends and when every line is busy.
Missed callers who would have booked as new patients.
What a new patient brings in over their first few visits.
Our pricing examples use 2.2 minutes.

Revenue those missed calls could be worth each month

$7,794

Calls answered per month87
Conversation minutes217
365vox cost at $0.75/min (USD)$162
Answer every call — try it free for 7 days

An estimate from the numbers above, not a guarantee. Amounts in US dollars. A month is counted as 4.33 weeks; cost is billed by the second. Starting values are example numbers chosen by 365vox for a medical practice; replace them with your own.

Illustrative example

A three-doctor family practice with two people on the phones

Mornings bring a wave of calls: appointments, refills and test results. Callers wait on hold or reach voicemail, and new patients often hang up and call the next practice.

  • The virtual receptionist answers before opening, at lunch, after closing and when both lines are busy
  • New patients are booked into new-patient slots by your rules
  • Refill and results calls become callback requests for the care team, with only what’s needed
  • Emails say a call came in; the team reads the details in the portal

The numbers, worked out

Calls answered that used to be missed
87 a month
New patients at 30%
26
First visits at $300 each
$7,794
365vox for those calls$162/mo

Illustrative example, not a 365vox customer result. Assumptions: 20 missed calls a week (4.33 weeks a month), 30% become new patients, $300 over their first visits, 2.5 minutes a call at $0.75. Change any of them in the calculator above.

HIPAA and your state

States where the law changes how a practice’s phone calls are handled.

Bookings in your practice software

Health agents connect only to software that signs a health-information contract. Systems connected through NexHealth carry an additional fee.

Medical practice management, EHR and scheduling

Bookings, new-patient details and call notes go straight into the system your clinic already runs on.

  • athenahealth EHR & practice management
  • eClinicalWorks EHR
  • ModMed Specialty EHR
  • NextGen Office EHR & practice management
  • Tebra Practice management
  • IntakeQ / PracticeQ Practice management
  • OpenEMR Open-source EHR
  • Zenoti Med spa & wellness
  • Mindbody Med spa & wellness
  • Acuity Scheduling Online booking
  • Salesforce Health CRM

Product names and logos are trademarks of their respective owners and are shown to indicate compatibility, not partnership or endorsement. Some connections require a specific plan from the software provider.

Comparing virtual receptionist services?

Live answering services usually sell monthly plans of minutes or calls. 365vox is an AI virtual receptionist that answers forwarded calls on the first ring, day and night, follows your approved answers and costs $0.75 a minute, billed by the second, with no plan.

The virtual receptionist, minus the call center

HIPAA and your AI receptionist: FAQs

Is an AI receptionist HIPAA compliant?
No software is HIPAA compliant by itself. A practice can use an AI receptionist within HIPAA when the company behind it signs a Business Associate Agreement, has its own agreement with every company that handles patient information, and keeps the safeguards HIPAA asks for. With 365vox, you accept the BAA in the portal before your agent can handle health information. Your practice stays responsible for its own HIPAA duties.
Which companies handle patient information on a 365vox call?
The voice AI, speech recognition, phone service, hosting and database. Your practice accepts our Business Associate Agreement in the portal, and we have our own business associate agreement with each of those companies.
Do call emails include patient details?
No. For agents that hear health information, the email only says a call came in. The details stay in the portal, behind your team’s sign-in.
Does it tell callers it’s an AI?
Yes, in its first sentence, together with the notice that the call is recorded. That notice is always on. It’s a common way to seek consent in states that require every party’s agreement; whether it’s enough depends on the laws where you and your callers are, so ask your lawyer.
Does the AI receptionist give medical advice?
No. It books, takes messages and routes calls by your rules. Clinical questions go to your team, and it’s set up to tell anyone describing an emergency to call 911.
How long are patient call recordings kept?
You choose 7, 14 or 30 days in Settings. For a health agent, the transcript and summary are deleted on the same schedule. If a law or your own policy requires you to keep a call longer, download it before then.
Does HIPAA change from state to state?
No, HIPAA is federal. But some states add their own rules, such as every party’s consent to record a call in California, Florida, Illinois and Washington, or Texas’s medical records law. Use the state picker above.
What does it cost for a HIPAA-covered practice?
$0.75 USD per conversation minute, billed by the second, with no setup fee and no long-term contract. Taxes where applicable. The Business Associate Agreement costs nothing extra. See pricing.

Patient calls answered, under a signed BAA.

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