The short answer
An AI receptionist for fertility clinics built on HighLevel Voice AI costs about $0.32 per answered call, or $64 a month for 200 calls averaging 4 minutes, phone line included. Roughly 60 of those calls (30%) would come outside office hours, which is where an AI answering service earns its keep. Emergencies, complaints and anything needing judgment should go to a person.
What the AI should handle
Book new patient consultations
Collect name, phone, email, whether a partner will attend, insurance and preferred physician or location, then book the consult and text the intake forms.
Explain cost and financing basics
Share published price ranges or packages and financing partners from the knowledge base, and offer a financial counselor call for a personal estimate.
Route current patient calls
For anyone in an active cycle, take the name and date of birth and transfer to the nursing line, or page the on-call nurse after hours. No answers on medication or timing.
Register callers for info sessions
Book callers into an upcoming info session and text the link or address along with a calendar reminder.
What to send to a person
- Anything about an active cycle, medication or timing
- Test and pregnancy results
- Personal cost estimates and insurance benefits
- Distressed callers who need a person
HighLevel's voice agents can transfer a live call, create a task, or trigger a workflow that texts the owner. Set the handoff rules before the agent goes live.
Cost per call and per month
Assumptions for a typical fertility clinic: 200 calls a month answered by the AI, averaging 4 minutes. Phone minutes are billed per call and rounded up, so each call bills 4 phone minutes at $0.01165.
| Setup | AI cost | Phone line | Per month | Per call |
|---|---|---|---|---|
| Pay per use, Standard voice, GPT-4.1 Mini | $54.40 | $9.32 | $64 | $0.32 |
| Pay per use, ElevenLabs voice, GPT-4.1 Mini | $70.40 | $9.32 | $80 | $0.40 |
| Pay per use, speech-to-speech (OpenAI) | $160.00 | $9.32 | $169 | $0.85 |
| AI Employee Unlimited, $97 flat | $97.00 | $9.32 | $106 | $0.53 |
The breakdown of every Voice AI charge is in our Voice AI pricing guide. Agencies can price this as a monthly service with the calculator's Price a client tab, preloaded for a fertility clinic.
Compared with staff time
Those 200 calls take about 13 hours of talk time a month. At the US median receptionist wage of $18.27 an hour (May 2025, Bureau of Labor Statistics), that talk time alone is worth about $244, before hold time, breaks, benefits and the calls that come in after hours. An AI receptionist does not replace a good front desk; it catches the overflow and the evenings, and frees staff for the people in front of them.
Sample call
AI AGENTThank you for calling Cedar Fertility. I'm the clinic's AI assistant for scheduling and general questions. Are you a current patient, or would you like to become one?
CALLERWe'd like to start. We've been trying for over a year.
AI AGENTThank you for reaching out. I can book a new patient consultation with one of our physicians. Will your partner be joining?
CALLERYes, both of us.
AI AGENTDr. Alvarez has a consult on October 22 at 9:00 a.m., or Dr. Chen on October 24 at 3:30 p.m. Which would you like?
CALLERThe 24th. How much does IVF cost?
AI AGENTCosts depend on your plan and insurance, so our financial counselor will call you before the consult with a personal estimate. I've booked October 24 at 3:30 and I'm texting your intake forms now.
CALLERThank you.
Prompt tips
- Tip 1Start every call by separating current patients from new ones, and send every current patient call about a cycle to the nursing line.
- Tip 2Keep the agent's tone calm and plain, without scripted sympathy or assumptions about the caller's situation.
- Tip 3Tell the agent never to leave voicemails that mention fertility, treatment or results, and to use the clinic's short name.
Rules to watch
Discretion in messages. HHS allows reminder messages on answering machines and with family members but advises limiting the details. For a fertility clinic, keep voicemails and texts to a short clinic name, the time and a callback number, and ask each patient which channel they prefer.
Partners and personal representatives. HIPAA gives a patient's rights to a personal representative, someone with legal authority to make health care decisions for them, and a partner is not automatically one. Record who each patient allows the clinic to speak with, and have the AI take messages rather than confirm details to anyone else.
Good faith estimates. Self-pay fertility patients are usually entitled to a good faith estimate when care is scheduled at least three business days ahead or on request, under the No Surprises Act. Build the estimate into financial counseling and keep a copy on file.
General information, not legal advice.
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Questions
Should a fertility clinic let AI answer its phones?
What does an AI receptionist cost a fertility clinic?
Can the AI answer IVF cost questions?
How should the AI handle a current patient calling at night?
Sources
- HHS FAQ: may health care providers leave messages for patients
- Personal representatives under HIPAA (HHS)
- No Surprises Act: understanding costs in advance (CMS)
- HIPAA compliance with HighLevel (help center)
- HighLevel pricing page
- HighLevel AI product pricing (help center)
- HighLevel LC Email pricing
- HighLevel AI product pricing (help center)
- AI Voice Agents overview
- HighLevel Phone System pricing and billing guide
- BLS Occupational Outlook: Receptionists (May 2025 pay)