Every unanswered call is a lost patient. Every 48-hour follow-up delay is a no-show.
The 5-Minute Rule
Respond within 5 minutes: ~80% conversion to scheduled appointment
Respond within 30 minutes: ~65%
Respond within 24 hours: ~40%
After 24 hours: under 25%
The Revenue Math
A 12-clinician therapy practice at $175/session, 25 sessions/week each = $525K/month at full utilization. A 10% intake-caused shortfall = $52,500/month lost. A dedicated remote intake coordinator costs $1,800–$3,000/month.
What's Actually Broken
1.Front desk doubles as intake — badly
2.Insurance verification happens day-of
3.No reminder cadence
4.Nobody owns the waitlist
5.After-hours calls hit voicemail
The Dedicated Intake Fix
Answers calls within one ring during business hours
Verifies insurance before scheduling
Runs 48/24/2-hour reminder cadences
Owns the waitlist, fills cancellations same-day
Follows up on abandoned inquiries within 24 hours
HIPAA and Bilingual
Every RealHires healthcare placement is HIPAA-trained with signed BAA. Many are bilingual English/Spanish.
Written by
Aaron Klein
Founder & CEO, RealHires
Perspectives on building remote teams and finding the people who move your business forward.
