Healthcare · Texas
An AI receptionist for HIPAA-covered practices in Texas
Texas goes further than HIPAA. Its medical records law covers more businesses and requires staff training, and since January 1, 2026, electronic health records must stay in the United States. Your virtual receptionist stores call data in the United States, and it says it’s an AI on every call.
Hear it answer — call our AI receptionist(450) 367-9990Texas rules that affect your phones
| Rule | What it says | How your receptionist handles it |
|---|---|---|
| Texas Medical Records Privacy Act (HB 300) | Covers anyone who handles protected health information, not only HIPAA covered entities. Staff need training within 90 days of hire, and patients get electronic records within 15 business days of a written request. | Its rules apply to us as well as to you. Calls stay in the portal for the retention period you choose, ready to download within it; download any call you must keep longer. |
| SB 1188 | From January 1, 2026, electronic health records of Texas patients must be kept physically in the United States. Practitioners who use AI for diagnosis must tell patients. | Call data is stored in the United States, for customers in the United States and Canada. Your receptionist doesn’t diagnose: it books, takes messages and routes calls. |
| HB 149 (TRAIGA) | From January 1, 2026, health care providers must tell patients when AI is used in their treatment, by the date of service. | Booking a visit isn’t treatment, and your receptionist says it’s an AI in its first sentence anyway. |
| Recording consent (Penal Code § 16.02) | One party to the call may consent to a recording. | It announces the recording anyway, which helps with callers from all-party states. |
General information, not legal advice. Your compliance advisor should confirm how these rules apply to your practice.
Records that stay in the United States
SB 1188 asks Texas practices to keep electronic health records on US soil. Where your call records live is part of that picture.
Your virtual receptionist keeps a summary, a recording and a transcript of every call. All three are stored in the United States. Recordings are deleted on the schedule you choose in Settings (7, 14 or 30 days), and for a health agent the transcript and summary follow the same schedule. If a law or your own policy requires you to keep a call longer, download it before then.
Only your team can open them in the portal, after signing in with a code sent to their email. Call emails never include patient details.
Not a diagnosis tool
Texas now regulates AI that helps diagnose or treat. Your receptionist does neither. It doesn’t assess symptoms or give medical advice; it books, takes messages and puts urgent calls through by your rules. It’s set up to tell anyone describing an emergency to call 911.
“Is this a real person?”
- AI receptionistThanks for calling Example Family Clinic. I’m the clinic’s AI virtual receptionist. This call is recorded and transcribed so we can handle your request. How can I help?
- CallerWait, is this a real person?
- AI receptionistNo, I’m the clinic’s AI receptionist. I can book or change an appointment, take a message for the care team, or have someone call you back. Which would you like?
- CallerI need to see Dr. Ramirez about my knee.
- AI receptionistDr. Ramirez has Monday at 8:30. Would that work? What’s your full name and date of birth?
On every call in Texas
- Its first sentence says it’s an AI and that the call is recorded
- It asks only for what the call needs: name, date of birth, a callback number, the reason in a few words
- Clinical questions go to your team, never answered by the AI
- It’s set up to tell anyone describing an emergency to call 911
- Call emails only say a call came in; the details stay in the portal
- Recordings are kept 7, 14 or 30 days, as you choose; the transcript and summary follow the same schedule
- Call data is stored in the United States
- A BAA accepted in the portal before the agent handles health information, and our own with every company that handles patient information
What stays with your practice
An AI receptionist doesn’t move your duties to us. You still decide who on your team sees calls, train your staff, answer patients’ requests and decide what to keep: calls stay in the portal for the retention period you choose (7, 14 or 30 days), so download any call a law or your own policy requires you to keep longer. More on what a Business Associate Agreement covers.
Your receptionist isn’t an emergency service. Like any AI, it can mishear or misunderstand, so keep your own emergency arrangements.
What your missed calls are worth
Put in your own numbers.
Revenue those missed calls could be worth each month
$8,573
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 four-provider family clinic in Austin
The clinic opens at 8, but patients start calling at 7. Saturday calls reach voicemail, and Monday morning starts with a full mailbox.
- The virtual receptionist answers early mornings, lunch, evenings and Saturdays
- Patients are booked with their usual provider by the clinic’s rules
- Records requests are logged for the front desk, which answers within the 15-business-day limit
- Call records are stored in the United States and deleted after 30 days, as the clinic chose
The numbers, worked out
- Calls answered that used to be missed
- 95 a month
- New patients at 30%
- 29
- First visits at $300 each
- $8,573
Illustrative example, not a 365vox customer result. Assumptions: 22 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.
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.
Keep exploring
Texas FAQs
What is HB 300?
Does SB 1188 affect where call recordings are kept?
Do I have to tell patients I use an AI receptionist?
Is Texas a one-party consent state?
Does HB 300 training apply to our front desk?
Does it give medical advice to Texas patients?
What does it cost for a Texas practice?
How long does setup take for a Texas practice?
Texas rules, handled on every call.
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