Meet Dr. Alex Proulx. He runs a chiropractic and physiotherapy clinic in Ottawa — 5 practitioners, patients every 30 minutes, all day long. Between adjustments, assessments, and treatment plans, nobody has time to answer the phone. The receptionist tries, but when she's checking in the 10 AM patients, the 10:15 calls go to voicemail. And patients in pain don't leave voicemails — they call the next clinic.
7:15 AM
The Morning-After Injury
A man calls — he threw out his back shovelling snow last night and can barely move. He needs to see someone today. The clinic opens at 8:30. Dr. Proulx is having coffee.
Without Polaris
Voicemail. He takes Advil and calls a walk-in chiropractic chain at 9 AM. They get the $85 assessment plus 5 follow-up visits — $425 total.
With Polaris
AI answers, asks about the injury — when it happened, what movement caused it, pain location, any numbness or tingling, pain scale. Confirms it doesn't sound like an emergency requiring the ER. Books an urgent slot at 8:30 AM — first appointment of the day.
Acute back injury — Robert Fournier, snow shovelling, lower back, pain 8/10, no numbness. Booked 8:30 AM urgent slot. Advised ice + gentle movement.
$510 treatment plan — booked before the clinic opened
10:15 AM
The Full Waiting Room
The clinic is packed. The receptionist is checking in 3 patients, processing a payment, and confirming insurance coverage. The phone rings 6 times in 45 minutes — 2 new patient inquiries, a reschedule, a "how do I submit to my insurance" question, a referral from a family doctor, and a follow-up booking.
Without Polaris
4 go to voicemail. Both new patients book at another clinic. The referral patient calls the family doctor back to ask for a different recommendation.
With Polaris
All 6 handled. 2 new patient intakes booked. Reschedule moved to Tuesday. Insurance question answered from knowledge base — which forms, where to submit, direct billing info. Doctor referral given priority booking. Follow-up confirmed.
3 new patients captured — receptionist unburdened
12:30 PM
The Corporate Wellness Inquiry
An HR manager from a tech company in Kanata calls — they want to offer on-site chiropractic and physio sessions for 200 employees as part of their wellness program. This is a $40,000/year contract. Dr. Proulx is adjusting a patient.
Without Polaris
Voicemail. The HR manager sends an email to another clinic that responded faster. The contract goes elsewhere.
With Polaris
AI engages professionally, asks about company size, number of employees interested, preferred schedule — weekly or biweekly — office location, and budget. Captures all details. Dr. Proulx calls back during lunch with a tailored proposal.
HIGH VALUE — InnovateTech, 200 employees, Kanata. Wants on-site chiro + physio wellness program. HR Manager: Amanda Singh. Proposal needed by next Wednesday.
$40,000/year corporate wellness contract opportunity
2:00 PM
The Motor Vehicle Accident
A woman calls — she was in a car accident 3 days ago and is having neck pain and headaches. She needs assessment and treatment, and her auto insurance should cover it as an AB claim. This is typically a 12-to-24 session treatment plan worth $2,000 to $4,000. Dr. Proulx is between patients.
Without Polaris
Voicemail. She calls the physio clinic next door. They handle the MVA claim.
With Polaris
AI asks about the accident date, symptoms — neck, back, headaches, range of motion — whether she's seen a doctor, and her insurance details. Explains the MVA process clearly and books an initial assessment for Monday. Mentions they handle all insurance paperwork.
MVA patient — Carla DeSouza, rear-end collision 3 days ago, neck pain + headaches, no ER visit yet. Auto insurance claim. Assessment booked Monday 9 AM. Potential 12-24 session plan.
$3,000+ MVA treatment plan — insurance-covered revenue
4:30 PM
The Returning Athlete
A varsity soccer player who Dr. Proulx treated last year for a knee injury calls — the knee is flaring up again before the spring season. She wants to get ahead of it this time. Dr. Proulx is finishing his last patient.
Without Polaris
Voicemail. She stretches at home and hopes for the best. The knee gets worse. She ends up at a sports medicine clinic.
With Polaris
AI recognizes her as a returning patient, asks about current symptoms versus last year, when the season starts, and her training schedule. Books a reassessment and mentions that Dr. Proulx can create a prevention program this time.
Returning patient — Yasmin El-Khoury, varsity soccer, right knee flare-up (treated last year). Season starts April. Reassessment booked Tuesday 3 PM. Wants prevention plan.
Returning athlete retained — 6-session treatment plan ($510)
8:00 PM
The Weekend Warrior
A guy calls — he tweaked his shoulder at CrossFit and can't lift his arm above his head. He's worried about a rotator cuff tear. The pain is bad enough that he's thinking about the ER. Dr. Proulx is relaxing on the couch.
Without Polaris
"Thank you for calling Proulx Chiropractic. We're open Monday to Friday..." — He goes to the ER, waits 4 hours, gets told to "follow up with a physio." He books at the first clinic he finds.
With Polaris
AI answers, asks about the injury mechanism, range of motion, and pain with specific movements. Provides reassuring guidance — ice, sling if needed, don't push through pain. Explains that most shoulder injuries aren't surgical emergencies. Books him for first thing Monday morning.
Shoulder injury — CrossFit, can't raise arm overhead, sharp pain with rotation. Possible rotator cuff strain. Marcus White. Booked Monday 8:30 AM. Advised ice + sling.
$85 assessment + likely 8-session rehab plan ($680) — ER visit avoided
"When someone's in pain, they call the first clinic that answers — not the best one, the first one."
Polaris makes sure your clinic is always the one that answers — so patients in pain find relief, not voicemail.
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Questions? Call us at (289) 236-4255
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