The short answer
An AI receptionist for hearing aid centers built on HighLevel Voice AI costs about $0.28 per answered call, or $57 a month for 200 calls averaging 3.5 minutes, phone line included. Roughly 40 of those calls (20%) 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 hearing tests
Collect name, phone, date of birth, whether they wear aids now, and any physician referral, then book a test and text a confirmation that invites a family member to attend.
Book repair visits
Ask the brand and what is happening, such as no sound or whistling, then book a repair slot or explain walk-in hours. No troubleshooting beyond steps the specialist has written.
Explain pricing basics
Share the price ranges or packages the center publishes, and explain that the final price depends on the test results and the technology level the client chooses.
Take supply orders
Record the battery size or dome type from the client's record or description, and create a pickup or mailing task for staff.
What to send to a person
- Sudden hearing loss, ear pain or dizziness
- Device recommendations and fitting decisions
- Insurance and benefit verification
- Returns within the trial period
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 hearing aid center: 200 calls a month answered by the AI, averaging 3.5 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 | $47.60 | $9.32 | $57 | $0.28 |
| Pay per use, ElevenLabs voice, GPT-4.1 Mini | $61.60 | $9.32 | $71 | $0.35 |
| Pay per use, speech-to-speech (OpenAI) | $140.00 | $9.32 | $149 | $0.75 |
| 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 hearing aid center.
Compared with staff time
Those 200 calls take about 12 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 $213, 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 AGENTHello, thank you for calling ClearSound Hearing Center. I'm the center's AI assistant, and I'll speak slowly. How can I help you today?
CALLERMy hearing aid stopped working this morning.
AI AGENTI'm sorry to hear that. Is it making no sound at all, or is it whistling?
CALLERNo sound at all.
AI AGENTOur specialist can look at it today. We have openings at 11:30 a.m. and 2:00 p.m. Which would you prefer?
CALLERTwo o'clock.
AI AGENTYou're booked for 2:00 p.m. today. Please bring the hearing aid, its case and the charger if you have one. May I have your name?
CALLERWalter Price.
AI AGENTThank you, Mr. Price. I'll text a confirmation to the number on your file. We'll see you at two.
Prompt tips
- Tip 1Choose a slower speaking pace and a clear voice, and tell the agent to repeat dates and times back to the caller before confirming.
- Tip 2Script the repair questions with the specialist as a short list, such as no sound, whistling or physical damage, so the agent books the right slot without troubleshooting.
- Tip 3Tell the agent to offer a transfer or a callback whenever a caller says they cannot hear it clearly, rather than pressing on.
Rules to watch
Over-the-counter hearing aids. Under FDA rules in effect since October 17, 2022, over-the-counter hearing aids are for adults 18 and older with perceived mild to moderate hearing loss and need no exam or prescription. Callers ask about them. Let the AI state those facts and leave advice on which option suits someone to the specialist.
HIPAA for hearing practices. Audiology and hearing aid practices that bill insurance electronically are HIPAA covered entities. If test results or device details go into HighLevel, plan for its $297 a month HIPAA package with a business associate agreement, and keep audiograms in the clinical software.
AI calls to clients. The FCC ruled in 2024 that AI-generated voices are artificial under the TCPA, so outbound AI reminder calls need the consent those rules require. Record consent on each contact, and always give clients an easy way to reach a person.
General information, not legal advice.
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Questions
Will older callers be comfortable with an AI receptionist?
What does an AI receptionist cost a hearing aid center?
Can the AI answer questions about over-the-counter hearing aids?
Can the AI take hearing aid repair calls?
Sources
- OTC hearing aids: what you should know (FDA)
- Covered Entities and Business Associates (HHS)
- FCC makes AI-generated voices in robocalls illegal (Declaratory Ruling, Feb 8, 2024)
- HIPAA compliance with HighLevel (help center)
- HighLevel pricing page
- HighLevel AI product pricing (help center)
- HighLevel Phone System pricing and billing guide
- Voice AI outbound calling (HighLevel help center)
- HighLevel AI product pricing (help center)
- AI Voice Agents overview
- HighLevel Phone System pricing and billing guide
- BLS Occupational Outlook: Receptionists (May 2025 pay)