1
Start setup
Front Office → AI Frontdesk → Start Setup.
2
Let the AI draft your setup
On “Let the AI study your practice”, enter Practice name, Specialty, Main phone number, and your Practice website if you have one. HealOS drafts the greeting, hours, call types, and FAQs from it. Or choose Skip and fill in manually.
3
Review the three chapters
Identity (who the AI is), Operations (what it does), Growth (optional). Click any line to change it, or Advanced edit for the full form.
4
Fill the required fields
Only three things block go-live: practice name, main phone, and BAA signed? Everything else has sensible defaults you can change later.
5
Set office hours and after-hours behavior
Default is Mon–Fri 9:00–17:00, weekends closed, after hours = Take a message + create staff task.
6
Set call routing
For each call type pick Auto-book in EHR, Warm transfer, Take message / task, or AI answers.
7
Add the escalation number
Emergency transfer number, and optionally an After-hours emergency number.
8
Fill the knowledge base
Services, accepted and not-accepted insurance, FAQs, and “What the AI must never say”.
9
Create the agent
On “Review & create agent”, click Create agent. Takes about a minute.
10
Get your AI phone number
On “Your AI Frontdesk is ready”, click Get AI phone number. Search by area code, pick a number, Activate & assign number.
11
Test with a web call
Click Test a web call. Live transfer and SMS do not work on web test calls; test those from a real phone once the number is live.
12
Connect your EHR or calendar
Until this is done the AI takes messages instead of booking. See Connect your EHR or Google Calendar.
13
Forward your line
Follow the carrier-specific steps on screen. See Phone number and forwarding.
14
Call the number from a cell phone
Book a test appointment, ask for a transfer, hang up mid-call. Then check Inbound Calls and Inbox Tasks to see what was captured.
If your call handling has rules that do not fit these screens, stop here and read Custom workflows.