Every open slot on tomorrow's schedule was decided on a phone call: answered or missed, offered or merely informed, saved or let go. Voxjar scores 100% of your front-desk calls against your own scheduling standards, so you can see where appointments leak and coach the desk that keeps them.
HIPAA-supported and self-serve. Score one of your own front-desk calls in minutes, free.
A practice can see a no-show. It can see a cancellation. What it cannot see is the appointment that never existed: the new patient who called at 12:40 while the desk was checking someone in, got voicemail, and booked elsewhere by 1:00. Or the caller who asked whether you take their insurance, got an uncertain "I think so," and decided not to risk it. The schedule just has a hole in it, and holes do not explain themselves.
The front desk is doing this work in the hardest possible conditions: greeting arrivals, collecting copays, and answering the phone all at once, with no script, no training on turning an inquiry into a booking, and no feedback beyond the rare complaint that escalates. So calls get handled the fastest way instead of the best way. Questions get answered without an appointment being offered. Cancellations get processed without a save attempt. Recall calls get made half-heartedly, if the list gets worked at all. None of it is visible, so none of it gets fixed.
Voxjar listens to all of it. Every inbound and outbound call is scored against a scorecard your practice defines, each score explains itself with the transcript behind it, and the office manager gets a short list of calls worth a conversation instead of a phone system full of recordings nobody will ever hear.
These criteria reflect how well-run desks already operate. Adjust, weight, or replace any of them; Voxjar applies your version to every call, every day, every location.
| Criterion | Why it's on the card |
|---|---|
| Greeting quality and hold handling | The first seconds and every unexplained hold tell the patient how the whole visit will feel |
| Appointment offered, not just information given | 'We open at 8' answers the question; 'we have 8:15 tomorrow, does that work?' fills the chair |
| Insurance question answered accurately or warm-handed | A wrong guess about coverage becomes a cancellation or an angry billing call later |
| Recall protocol followed | Overdue-patient calls only work when the reason for the visit is stated and a time is offered |
| Cancellation save attempted | Rebooking on the same call keeps the slot; 'okay, we'll cancel that' hands revenue to the gap in the schedule |
| Callback commitments kept | Voxjar flags the promise made on the call so your team's follow-up workflow can make good on it |
See it in action first: the free evaluation scores a real recording, yours or a sample.
Full coverage shows every call where a question was answered but no appointment was offered, every cancellation taken without a save, and every recall attempt that never asked for the visit.
Score whether coverage questions were answered accurately or warm-handed to someone who knows. Glass-box reasoning points to the exact exchange, so the coaching moment is a sentence, not a lecture.
Each call moves through batch scoring shortly after it ends, and universal webhooks can push a flagged call to Slack or your practice systems immediately, so a patient worth calling back gets called back today.
Human review, calibration, and score disputes are built in, so the front desk is coached by evidence they can question, not a verdict they have to accept.
By showing you what the juggling actually costs. Scoring every call reveals which calls got an appointment offered and which got rushed answers, and where quality patterns repeat call after call. Pair that with your phone system's own missed-call reporting and the picture is complete: sometimes the fix is coaching; sometimes it is staffing the phones at lunch. Either way you are deciding from evidence instead of the occasional complaint that reaches the office manager.
Voxjar holds SOC 2 compliance and supports the requirements of HIPAA, GDPR, and PCI-DSS. Recordings and transcripts stay encrypted and access-restricted, and you control who in the practice can see them. You can also make privacy part of the scorecard itself, checking that staff verified identity before discussing anything clinical.
Yes. Outbound recall calls are some of the highest-value conversations a practice makes and usually the least practiced. Score whether staff stated why the visit matters, offered specific times, and handled the brush-off with a save attempt rather than a shrug. The same scorecard logic applies to confirmation and reactivation campaigns.
Scores arrive in plain dashboards, and every score is written in plain language: what the criterion was, whether the call met it, and the transcript moment that decided it. That glass-box reasoning is the point. An office manager can read one flagged call and know exactly what to say at the next huddle. Alerts can also go straight to Slack, your CRM, or any system that accepts webhooks.
That is where it works best. One scorecard, applied identically across every location and every scheduler, with unlimited users so each office manager watches their own desk and the group sees the whole picture. You will know within weeks which locations answer, offer, and save, and which ones leak.
Published plans start at $99/month, based on how many calls you analyze, with no setup fee, unlimited users, and a free tier. Month-to-month is available, and setup is self-serve: connect your phone system or upload recordings and see scored calls the same day.
Get 120 AI Credits and Full Access
