An outpatient mental health clinic in Los Angeles was losing prospective patients outside office hours.
Its website drew more than 100,000 visits a month, but the phone line was staffed only from about 5 AM to 3 PM Pacific, so evenings, nights, weekends and holidays went unanswered. People who called after hours reached voicemail, and many hung up without leaving a name or number. People browsing the website had no way to get their questions answered on the spot. By the time the sales team called back the next morning, many of those people had already moved on, often to another provider. The clinic also had no record of who had reached out or what they were looking for, so it couldn't follow up with the people it missed. The clinic was paying to bring people to its website, then losing a large share of the demand at exactly the hours people tend to look for mental health help: after work, late at night and at weekends. The goal was to answer every website visitor's questions at any hour, capture their contact details, and get those leads into the clinic's Salesforce CRM, so sales could follow up with warm leads the next morning instead of anonymous voicemails.
We built an AI chat agent that lives on the clinic's website and acts as a front desk that never closes. It runs at all hours, and it matters most when the phone line is closed: from 3 PM Pacific until the next morning, plus weekends and holidays. When a visitor has a question, the agent answers it in plain language, drawing on the clinic's own information: the services offered, how the programs work, what to expect, costs and insurance, and how to get started. It doesn't just push a form. It holds a real conversation, so people get the answer they came for at the moment they're looking. Once it has helped, the agent asks for the visitor's name, email and phone number so the clinic's team can follow up. Each lead is sent automatically into the clinic's Salesforce CRM, with the details of what the person asked about. The next morning the sales team starts with a list of warm, identified leads instead of anonymous voicemails. The agent sticks to non-clinical questions and is set up to protect patient privacy. Anything clinical or urgent is pointed to the clinic's staff or to emergency resources, not handled by the AI.
Added revenue in the first year
New patients a year from AI-captured leads
Website conversations handled in the first year, 24/7
- Time to results
- 4–8 weeks
- Company size
- 1-50 people
- Project cost
- $25K – $100K
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