A new patient calls during check-in.
Instead of voicemail, the call forwards to Rubi, which asks what they need, captures their preferred time, and sends one complete request to staff.
Meet Rubi, Rubicall’s always-on front-desk assistant
Don’t let a missed call become a lost patient.
Rubi answers the calls your front desk can’t get to, texts back the ones that hang up, captures what the patient needs, and hands the rest to your team.
Answers forwarded calls. Follows your rules. Hands off what needs judgment.
Lunch-hour new patientRepresentative call
Hi, I’m calling about a new-patient cleaning. Do you have anything Tuesday afternoon?Caller · 12:18 PM
I can take that request for you. What’s your name, and what time works best on Tuesday?Rubi · automated assistant
It’s Sam Rivera. Anytime after 2 works.
Thanks, Sam. I’ve sent your request to the front desk, and I’ll text you to confirm we have it.
New-patient requestCleaning · Tuesday afternoon
Ready for staff to confirm
Text confirmation sent
Answer rate — forwarded calls Rubi answers
Capture rate — complete requests delivered to staff
Handoff rate — calls that needed a person
Time to answer — median seconds to first word
Three calls your front desk sees every day.
These representative scenarios show how Rubi can handle a routine first response while your staff stays focused on the patient in front of them.
A caller reaches the office at lunch.
Rubi answers, handles common practice questions, and keeps the conversation moving before the caller tries another office.
A patient needs to reschedule after hours.
Rubi picks up, collects the requested change, follows your scheduling rules, and puts a clear next step in tomorrow’s queue.
Missed call in. Clean handoff out.
No new script for your team to learn. Rubi follows the hours, services, FAQs, and scheduling rules you approve.
The call is forwarded
Unanswered, busy or after-hours calls reach Rubi. Your staff always get first pick: your phones ring them before anything forwards.
Rubi handles the routine
Rubi identifies what the caller needs, answers FAQs, and collects the required details consistently.
Staff get one clear summary
Each request arrives with the patient’s need, preferred time, and full transcript, and exceptions are flagged for a person.
See it work
See what your front desk gets.
Watch a patient chat with Rubi on your website, and watch what lands with your front desk at the same time: the request in the inbox, the urgent handoff when it can’t wait, and the confirmation your team sends straight back into the chat. Bright Smile Dental is fictional, and this walkthrough follows a script instead of the live assistant.
Nothing you type is sent or stored. Please don’t enter real health information.
Play a flow, or use the chat yourself:
Your front deskYour Rubicall inbox and handoff queue
What your team sees
Nothing yet. Requests and handoffs land here as the chat goes on.
Inbox
Handoffs
Pick the jobs Rubi takes off the desk.
Per location, per month. Start with booking; add schedule recovery and insurance intake when you’re ready.
START · TIER 1
New-patient booking
$149 / month
Answers forwarded calls and turns interest into a complete appointment request.
- Voice answering of forwarded calls
- Missed-call text-back
- Website chat: coming
- FAQ answers
- Complete appointment requests
- Reschedule and cancel requests
- Handoff queue for your team
GROWTH · TIER 2
Schedule recovery
$299 / month
Keeps the schedule full with reminders and waitlist fill before empty chairs appear.
- Everything in Start
- Reminders with confirmation: coming
- Waitlist fill for cancellations: coming
SCALE · TIER 3
Insurance intake
$499 / month
Collects insurance details consistently and routes the final check to your team.
- Everything in Growth
- Collects insurance details before staff verify: coming
- Automated eligibility checks: coming
Items marked “coming” are on the roadmap and are never billed before they’re switched on for your practice.
Your numbers, not ours
See the cost hidden in repeat work.
Enter your staffing costs to see how much labor is tied to repeated calls, texts, and schedule changes. Compare that workload with the monthly plan fee.
This is the cost available to reduce—not a guaranteed savings claim.
Monthly labor tied to repeat work$4,365
Monthly digital front-desk fee$299
Repetitive-work cost: 3 people × $28/hr × 40 hrs × 4.33 weeks × 30%. This is not an estimate of product savings.
What a missed call can cost
Revenue at stake
Some missed callers are new patients who simply call the next practice on the list. Estimate what winning back a share of them with a fast reply could be worth each month.
Start from the defaults or enter your own numbers.
Estimated new-patient revenue at stake per month$12,470
Revenue at stake: 20 missed calls × 30% new patients × 40% won back × $1,200 × 4.33 weeks. An estimate from your inputs, not a guarantee.
Fits the office you already run.
Keep your phones and your practice software. Rubicall works alongside both, under a signed BAA.
PHONES
Works with your phone system
You forward unanswered, busy or after-hours calls to your Rubicall number — nothing else changes.
- RingCentral
- Weave
- 8x8
- Vonage
- Plain landline forwarding
PRACTICE SOFTWARE
Works with your practice software
Rubicall starts in request mode, so it works with any PMS from day one.
- Staff confirm each request in Rubicall
- Then enter it in your system, as they do today
- Direct booking integrations ship per PMS
SECURITY
Built for a covered entity’s front desk
Your patients’ calls are protected health information, and Rubicall handles them that way.
- BAA signed before any real call
- Encryption at rest and in transit for everything Rubicall stores
- Audit log of staff and admin actions
- Patient conversations stay inside your practice’s tenant
Real calls. Clear numbers.
See exactly what Rubi does for your practice.
Rubi runs on your real forwarded calls. Every month you see how many calls it answered, how many complete booking requests reached your staff, and which calls needed a person, and why. Missed-call text-back within seconds is a measured target, not a promise.
Get startedYour monthly scorecardEVERY MONTH
01
Answer rateForwarded calls Rubi answered
02
Capture rateComplete requests delivered to staff
03
Handoff rateCalls that needed a person, with reasons
04
Time to answerMedian seconds from forward to first word
Questions before you start.
By default, no. Rubi starts in request mode and delivers a complete appointment request for your staff to confirm. Direct booking is turned on once your practice management system is supported—never a fake booking.
HIPAA readiness is part of implementation planning, not a blanket claim. A signed business associate agreement (BAA), access controls, data flows, retention, and the exact handling of protected health information are conditions of every practice we onboard, confirmed before a real call is forwarded.
No. Rubi handles speed and repetition. Your team keeps the conversations, decisions, and patient care that require human judgment.
A forwarding rule on your phone system for unanswered, busy or after-hours calls, plus your operating hours, services, FAQs, and escalation contacts. The final scope is agreed before we switch Rubi on.
Get started with Rubicall
No commitment. We reply within one business day, and nothing changes on your phones until you decide to switch on Rubi.
Fewer missed patients. Less front-desk busywork.
Run Rubi on your real calls. Measure answer rate, capture rate, and handoffs — then decide with your own numbers.