An admissions call is a person at a turning point and a bed in your census, on the same line, at the same time. Voxjar scores 100% of admissions calls against your own standards for empathy, screening, verification of benefits, and the next step, so every caller gets the conversation your best counselor would have given them.
HIPAA-supported, self-serve, and you can score one of your own admissions calls before signing up.
The person on an admissions call is rarely calm. They are in crisis, or they are a spouse or parent calling on behalf of someone who is, and they have often rehearsed the call for days before dialing. Whether that call ends in an assessment depends less on the facility's amenities than on the first few minutes of how the counselor listens. A caller who feels processed hangs up. A caller who feels heard stays on the line long enough for screening, for the insurance conversation, for a next step. A well-run admissions floor delivers that kind of listening consistently, and quality assurance exists to make sure it never depends on who picked up.
Admissions floors also run around the clock, and quality rarely survives the shift change intact. Leadership hears the daytime calls, occasionally, when there is time. Nobody hears the 3am call taken by the newest counselor on the quietest shift, even though that caller deserves the same conversation as the one who dialed at noon. A missed VOB step, a screening rushed or skipped, a promised callback that never came: each one is invisible in the census report. The census just comes in lower, and nobody can say why.
Voxjar makes the whole floor observable. Every admissions call, every shift, gets transcribed and scored against your center's own standards, with the AI's reasoning attached to every score. The calls that need a human ear surface on their own, and the counselors doing this difficult work well finally get credit for it in writing.
A starting point drawn from how strong admissions teams already work. Every criterion is editable, weightable, and replaceable, and Voxjar applies your version to every call on every shift.
| Criterion | Why it's on the card |
|---|---|
| Crisis-appropriate greeting from the first seconds | The opening moments tell a frightened caller whether they reached a person or a process |
| Empathy and crisis-appropriate tone | For a caller in crisis, how the call feels is what decides whether it continues |
| Caller relationship identified | A person seeking help for themselves and a mother calling for her son need different conversations |
| Substance and severity screened appropriately | Clinical fit and safety questions belong on call one, asked with care, not read off a form |
| Insurance and VOB step initiated | Verification of benefits started on the call keeps momentum; 'we'll check and call you' loses it |
| Next step secured | An assessment scheduled or a warm transfer completed; a caller left to 'think it over' often does not call back |
| Follow-up commitments kept | Voxjar flags the commitment on the call so your team's follow-up workflow holds the follow-through |
Build your own in minutes, then run it against a real recording with the free evaluation.
Overnight and weekend calls get the same scoring as prime time, so quality stops depending on who happened to be listening. Compare shifts, counselors, and any outsourced after-hours coverage side by side.
Glass-box reasoning shows the exact transcript moment behind every score, empathy included. Human review, calibration, and dispute workflows are built in, so counselors can trust and challenge the numbers they are coached on.
Scoring runs in batches shortly after each call wraps up. A caller who screened as a fit but left without a next step can trigger a Slack alert or CRM task through universal webhooks the same day, while a callback can still matter.
Voxjar supports HIPAA compliance alongside SOC 2 and GDPR, so quality assurance on these recordings does not become its own compliance problem.
Yes. Admissions recordings routinely contain protected health information, and Voxjar supports HIPAA compliance along with SOC 2, GDPR, and PCI-DSS. Call data stays encrypted and access-restricted, and because users are unlimited on every plan, you can give your compliance officer their own login instead of forwarding recordings around.
Yes, and it shows its work. You define what crisis-appropriate handling means for your center: acknowledging the caller's situation before gathering facts, avoiding clinical jargon with a frightened parent, never rushing a caller who is ready to talk. Voxjar evaluates every call against those criteria and attaches its reasoning and the transcript moments behind each score, so a counselor can see exactly which sentence earned or lost the mark.
That is the point of full coverage. Voxjar scores every call regardless of when it happened, so the 2am conversation gets the same evaluation as the 2pm one. Most centers discover their overnight and weekend calls have never been reviewed by anyone; with every call scored, you can compare shifts directly and coach the gap instead of guessing at it.
Yes. If you can get the recordings, Voxjar can score them against your standards, not the vendor's. That gives you an honest read on how callers are treated when your own team is asleep, broken out by vendor and by shift, with transcript evidence to bring to the vendor when the numbers slip.
It should feel like the opposite: proof of the hard work they already do. Every score is explained, human review and calibration are built in, and counselors can dispute a score through a built-in workflow rather than arguing with a black box. Teams tend to trust scoring they can interrogate, and the counselors doing this work well finally have a record of it.
Published plans start at $99/month, priced by the volume of calls you analyze, with unlimited users, no setup fee, and a free tier to start on. Clinical leadership, admissions, and compliance can all work from the same scores without per-seat pricing getting in the way.
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