Patients in pain don't leave voicemails—they call the next clinic
When someone throws out their back, they need an appointment now. If your phone goes to voicemail, they're calling another chiropractor. Polaris answers every call and books appointments instantly.
Written by Vijayesh Nair, Founder of Polaris Voice
You're with patients all day—who's answering your phone?
The nature of hands-on care means you can't answer calls during appointments.
of new patient calls go unanswered during treatment hours—straight to voicemail
of patients in acute pain book with the first clinic that answers
average first-year value of a chiropractic patient relationship
Why chiropractic clinics lose calls (and patients)
I've talked to chiropractors across Canada, and the pattern is always the same. You're doing 15- to 30-minute adjustments back to back, all day. You might see 20 or 30 patients in a day. Your hands are literally on someone. You can't excuse yourself mid-adjustment to grab the phone. And if you only have one receptionist — which most clinics do — they're checking in the next patient, processing a payment, or pulling up a file. The phone rings, and nobody picks up.
Here's what makes chiropractic different from a lot of other healthcare: the people calling you are often in acute pain right now. Someone threw out their back lifting groceries. Someone woke up and can't turn their neck. They're not calmly scheduling a checkup — they need to be seen today. If your phone goes to voicemail, they're not leaving a message and waiting. They're searching “chiropractor near me” and calling the next clinic on the list. That patient is gone, and you'll never know they called.
This is why I built Polaris for clinics like yours. Not a call centre that puts patients on hold. An AI receptionist that answers before the first ring finishes, captures what's wrong, and gets them into your schedule while you're still with your current patient. When they walk in, you already know their symptoms, their insurance, and how they heard about you.
AI built for wellness clinics
Capture every new patient and keep your schedule full.
Instant Appointment Booking
Books appointments directly into Google Calendar or Outlook. Patients get SMS confirmation immediately.
New Patient Intake
Captures symptoms, pain location, duration, insurance details, and referral source. Everything you need before their first visit.
Symptom Capture
Documents what's bothering the patient, when it started, and what makes it better or worse. You're prepared before they walk in.
Insurance Information
Explains accepted insurance plans and captures policy details for verification. No surprises at checkout.
After-Hours Booking
Back pain doesn't wait for business hours. Patients can book appointments at 10 PM for first thing tomorrow.
Appointment Reminders
Callers asking about existing appointments get confirmations and can reschedule if needed. Reduces no-shows.
See exactly how much revenue is walking out the door.
Your cost of waiting
Per month
$2,000
Per day
$67
Per year
$24,000
Per day
$67
Per month
$2,000
Per year
$24,000
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Polaris investment
$99/mo
You're losing
20x that
every single month
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How it works for wellness clinics
From first call to booked appointment in seconds.
New patient calls while you're with a patient
They threw out their back this morning and need to be seen today. You're mid-adjustment.
Polaris answers warmly
"Thank you for calling Walsh Chiropractic. I'm sorry to hear you're in pain. Let me help you get an appointment as soon as possible. Can you tell me a bit about what's going on?"
AI captures the situation
Polaris asks about the pain location, when it started, how severe it is, and whether they've seen a chiropractor before. All documented for you.
Same-day appointment booked
Based on your schedule, Polaris finds the next available slot and books them in. Caller gets SMS confirmation with what to bring.
You're prepared when they arrive
Full intake details in your system: symptoms, duration, insurance info, and how they heard about you. No paperwork scramble.
Built for every wellness practice
Chiropractors
Solo practices to multi-doctor clinics
Massage Therapy
RMTs and massage clinics
Physiotherapy
PT clinics and rehab centers
Multi-Disciplinary
Integrated wellness centers
Works with your clinic software
Polaris collects the information your team needs — patient name, contact details, symptoms, and insurance — so your workflow stays intact no matter what practice management system you use.
Jane App
Popular with chiropractors and allied health clinics across Canada. Polaris captures intake details your team can enter directly into Jane.
ChiroTouch
One of the most widely used chiropractic-specific EHR systems. Polaris gathers all the patient details you need for a ChiroTouch record.
Platinum System
Used by chiropractic offices for scheduling and billing. Polaris collects structured patient information ready for Platinum entry.
Polaris doesn't replace your practice management software — it feeds it. Every call produces a structured summary your receptionist can enter in under a minute.
PIPEDA compliant. Data stored in Canada.
Patient data is sensitive. Polaris treats it that way.
Canadian data storage
Call recordings and transcripts are stored in Google Cloud's Toronto data centre. Your patients' data stays in Canada.
AES-256 encryption
All data is encrypted at rest with AES-256 and in transit with TLS 1.3. Per-tenant encryption keys ensure strict isolation.
No AI training on your data
Your patients' voice data is never used to train AI models. Period. It's your data, not ours.
PIPEDA compliant
Polaris meets all requirements under Canada's Personal Information Protection and Electronic Documents Act.
AI and recording disclosure
Every call begins with a clear disclosure that the caller is speaking with an AI and that the call is being recorded.
Audit logging
All access to sensitive patient data is logged. Full visibility into who accessed what and when.
Questions about Polaris for wellness clinics?
Get answers to common questions about AI answering for chiropractic and wellness practices.
Yes. Polaris integrates with Google Calendar and Outlook to book appointments based on your real-time availability, appointment types, and practitioner preferences. For Enterprise customers, we build custom integrations with practice management systems.
Polaris captures new patient information including symptoms, pain areas, how long they've had the issue, insurance details, and how they heard about you. All details are sent immediately for your review.
Yes. Polaris can share information about your services, session lengths, pricing, and what to expect at a first visit. It's trained on information you provide about your practice.
Polaris can explain which insurance plans you accept and capture the caller's insurance information for verification. It doesn't verify coverage but gathers what you need to check before the appointment.
Absolutely. Polaris is trained to recognize urgency. When a caller mentions sudden pain, a thrown-out back, or an injury, Polaris prioritizes finding the earliest available slot. It captures what happened, how severe the pain is, and books them in quickly so you're ready when they arrive.
This is exactly the scenario Polaris was built for. Most chiropractic clinics have one receptionist handling check-ins, payments, and the phone. When they're busy, Polaris picks up instantly. No hold music, no voicemail. The caller gets a professional experience and the receptionist doesn't have to rush.
Yes. Polaris can be configured to ask which type of practitioner the caller needs, then capture the right details for each. A massage therapy inquiry captures different information than a chiropractic new patient intake. It routes to the right calendar based on the service requested.
Most callers can't tell within the first 30 seconds. Polaris uses premium voice technology that sounds natural and human. We also include a brief disclosure for compliance, which most callers appreciate as transparency.
About 5 minutes. Enter your business name, pick a voice, and you're live. Our onboarding wizard pulls your business information automatically so you don't have to type it all out.
Polaris immediately escalates to you or your team. You can set up custom escalation rules based on keywords, urgency, or caller type. Your callers will never hit a dead end.
Yes. No long-term contracts and no cancellation fees. You can cancel directly from your dashboard at any time, and you'll retain access until the end of your billing period.
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— Polaris Voice Team
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