AI Frontdesk → Start Setup.
- Let the AI draft your setup. Enter the practice name, specialty, main phone number and your website. HealOS drafts the greeting, hours, call types and FAQs from it. Or choose Skip and fill in manually.
- Review the three chapters — Identity (who the AI is), Operations (what it does), Growth (optional). Click any line to change it, or use Advanced edit for the full form.
- Fill the required fields. Only three things block go-live: practice name, main phone, and BAA signed? Everything else has a sensible default.
- Set office hours and after-hours behaviour. The default is Mon–Fri 9:00–17:00, closed at weekends, and after hours it takes a message and creates a staff task.
- Set call routing. For each call type choose Auto-book in EHR, Warm transfer, Take message / task or AI answers. Every warm-transfer row needs a full number with country code, for example
+12125550142. - Add the escalation number — the emergency transfer number, and an after-hours one if it differs.
- Fill the knowledge base — services, insurance accepted and not accepted, FAQs, and what the AI must never say.
- Create the agent. On "Review & create agent", click Create agent. It takes about a minute.
- Get your AI phone number. Search by area code, pick a number, Activate & assign number.
- Test with a web call. Note that live transfers and SMS do not work on a web test call — test those from a real phone.
- Connect your EHR or Google Calendar. Until you do, the AI takes messages instead of booking. See Booking with your EHR.
- Forward your line using the carrier steps on screen. See Your number and forwarding.
- Call the number from a cell phone. Book a test appointment, ask for a transfer, hang up mid-call — then look at Inbound Calls and Inbox Tasks to see exactly what was captured.
Check the Timezone in the practice profile before you test. It defaults to America/New_York, and a wrong timezone puts every booking hours out.