Stop Sitting on Hold with HIM. An AI Clerk Calls for You.
AI Caller is an outbound phone agent that calls healthcare facilities like a records clerk: it navigates hold music and phone trees, talks to a human, collects structured answers, and writes the result back onto the medical record request.
Record Retrieval Stalls on the Phone
Facilities hide behind phone menus, transfers, vendors, and “we never got that fax.” A retrieval specialist spends minutes per site on the same script.
IVR and Hold Time
Specialists sit through “for medical records, press 1,” hold music, and voicemail just to reach a clerk — then type the answers into the case by hand.
Wrong Department, Right Vendor
Calls bounce from billing to HIM to an ROI vendor. Fees, payment, and intake paths stay scattered across notes and voicemail inboxes.
Lost Faxes and Unpaid Invoices
“We never got that fax.” “Payment required.” “We already sent it.” Status lives on the phone, not on the request — so follow-up starts over every time.
A Retrieval Operations Tool. Not a Chatbot.
AI Caller is built for law-firm record requests. It talks to medical records clerks, HIM departments, billing offices, ROI vendors, and hospital IVRs — then closes the loop in Hermes.
Talks like a specialist
Short conversational turns, readbacks of numbers and emails, and a spoken identity from your company — for example, “My name is River Hoover from {Company}, we’re a record retrieval company for law firms.”
Survives the phone tree
Handles hold, wrong-department transfers, voicemail, hang-up, silence, and IVR that never reaches a person. Presses digits when Hermes already has a known path, and can use a fax or email the IVR announces.
Closes the loop on the case
After the call, Hermes can update request status, follow-up dates, last contact, timeline notes, and empty department contacts — without a second data-entry pass.
It is not an inbound patient hotline, a general receptionist, or a speech-to-speech chatbot. It is a high-volume outbound retrieval tool with a human-started queue so facilities are not autodialed after an outage.
Queue the Request. River Talks. Hermes Updates.
Staff do not type phone scripts. They start a queue from a single request, a batch of requests, or a batch of sites — then a person presses Start.
Queue the request
Operators enqueue a target from the AI Voice console. Calls do not auto-resume after a deploy or restart — a person must press Start. Real people are on the other end.
River talks to the facility
The agent reaches records or billing, confirms the department, and either learns how to send or checks a request already in flight. Conversational IVRs that already announce status can finish without waiting for a person.
Hermes updates the case
Structured answers, a transcript, and a recording land on the request. Status, notes, follow-up dates, and department contacts update so operations can retry, resubmit, wait, or pay — not hunt a voicemail.
Learn How to Send. Confirm What’s In Flight.
The same agent, two jobs. Later stages are skipped when the clerk already volunteered the answer — the call does not re-ask.
Contact collection
Used when the site’s intake path is unknown or incomplete. Typical flow:
Request confirmation
Used after a request has been faxed or emailed and needs a status check — without dumping patient identity up front.
A Completed Call Produces Facts, Not Just Audio
Those facts feed operations — retry, resubmit, wait for records, pay an invoice — rather than sitting in a voicemail inbox.
Site intake
Preferred fax, email, or vendor for future requests, whether billing is the same department, and fee or payment instructions.
Request status
Received, not received, rejected, payment required, already sent, or verification failed — plus the follow-up facts for that status.
Call outcome
Completed, callee hung up, voicemail, no response, IVR timeout, max duration, and other terminal results operators can act on.
HIPAA-Aware Retrieval Calls. Human-Auditable Recordings.
Least-privilege identity on the line. The AI does not “know the full chart.” Operators stay in control of every dial.
Identity-light by default
Confirmation calls start with facility, dates of service, how and when the request was sent, and record type — not a full patient dump. If a clerk demands verification, the agent can request at most three identifiers on demand. That disclosure is logged and capped.
No silent redirect after PHI
A session that handled patient identifiers must not also write a new department contact. Transcripts and collected answers are treated as sensitive. Recordings and transcripts stay available for audit.
A person starts the queue
Viewing calls and placing calls are separate permissions. Queueing is an operations console — not a public self-serve dialer. Operators can stop new dials, remove pending entries, and hang up an in-flight call.
Put an AI Clerk on the Line
Talk to Hermes about AI Voice as part of record retrieval operations — not a public API playground. See how outbound calls write structured answers back onto the request.
Outbound to HIM
Calls departments like a retrieval clerk
On the Request
Structured answers, recording, transcript
HIPAA-Aware
Least-privilege identity, auditable calls