Capture
Capture patient requests from the channels set up for your clinic.
- AI Phone Handler
- Online Booking Requests
- Online Self Booking
- After-Hours Capture
Reduce Front-Desk Workload
With AI
TrovaDesk is an AI-powered clinic operations platform. It helps clinics capture and organize incoming front-desk work, so staff can see what needs attention next.
- 15-minute live demo
- No sales pressure
- No long-term commitment
- AI-assisted call capture for staff review
- Reduce callbacks and administrative work
- Keep captured patient requests moving forward
- No EMR replacement required
- Built in Canada
- Core platform hosted in Azure Canada Central
- PHIPA-Aligned
- Human-in-the-Loop Workflows
The Front Desk Bottleneck That's Costing You Patients
Whether or not you have booking software, your front desk is still drowning in phone calls, callbacks, and incomplete forms. Here's why—and how we fix it.
Phone Interruptions During Peak Hours
The phone never stops ringing
Your team can't serve the patient in front of them while fielding constant booking calls. Evening hours are chaos. Phones ring nonstop while the waiting room is full.
Impact
Rushed appointments. Frustrated staff. Patients who walk in feel ignored.
The Manual Callback Loop
Every booking takes multiple calls
Call to collect info. Call to confirm appointment. Call about incomplete intake forms. Call with reminders. It never ends.
Impact
Hours each day spent on the phone instead of with patients.
Incomplete Intake Forms
Patients arrive without their paperwork done
Paper forms get lost. Email forms get ignored. Patients show up missing insurance cards or medical history.
Impact
Appointments delayed. Practitioners lose billable time. Staff scrambles to collect info.
Here's how we fix it
Traditional Front Desk
- Constant phone interruptions
- Scattered sticky notes and voicemails
- Manual callback chains
- Incomplete intake forms at arrival
With TrovaDesk
- AI answers calls when your team can't
- Requests land in one dashboard
- Follow-ups are organized and tracked
- Intake completion tracked before visits
How TrovaDesk Reduces Front-Desk Workload
AI Answers Inbound Calls
Your AI assistant answers inbound calls when your team can't, including after hours depending on your clinic's setup. It captures appointment requests for staff to review and book, captures callback requests for staff to follow up, and can transfer calls according to your clinic's transfer setup.
Smart Workflow Dashboard
Requests from the channels set up for your clinic — AI-answered calls, missed calls, inbound text messages, and your online booking page — land in one organized workspace. AI-assisted summaries help staff quickly understand captured phone requests, including what information is missing, for staff review.
Intake and Reminders
Staff send intake forms by text, email, or both, depending on your clinic's settings, and track completion. Automated appointment reminders are sent where enabled.
Built for Your Front-Desk Workflow
Four connected pillars that work together to reduce workload, improve efficiency, and create a better patient experience.
Organize
Keep captured requests visible and actionable.
- Unified Request Inbox
- AI Summaries for Phone Requests
- Priority Tagging
- Callback Queue
Prepare
Ensure patients are ready and your team is prepared.
- Intake Forms
- Readiness Tracking
- Intake Delivery Tracking
- Appointment Reminders
Operate
Run daily front-desk operations with clarity.
- Calendar & Scheduling
- Rescheduling
- Reporting & Insights
- Status & Next Step
From First Contact to Follow-Up
TrovaDesk helps clinics manage captured patient requests through one connected front-desk workflow.
Patient Inquiry
Patient contacts the clinic
AI Call Capture
Call details are captured as a request
Staff Review
Team reviews and prioritizes
Scheduling
Appointment request is handled
Confirmation
Patient receives confirmation
Follow-Up
Reminders and updates are sent
Early Access for Clinics
We're opening TrovaDesk to a limited number of Canadian clinics as we expand our real-world rollout. Early-access clinics receive priority onboarding, locked-in pilot pricing, and an opportunity to provide direct input into the product roadmap.
Apply for Early Access
For independent clinics: Physiotherapy · Chiropractic · Massage Therapy · Psychology · Rehabilitation · and more
Simple Pricing. One Core Platform.
Every plan includes the core TrovaDesk platform. Plans differ mainly in AI call capacity.
Starter
The core TrovaDesk platform, included.
$199CAD / month
- Up to 200 AI-handled calls / month
- AI-assisted phone request capture for staff review
- Callback workflow & intake tracking
- Inbound & outbound fax workflow
Professional
The same core platform, with higher AI call capacity.
$349CAD / month
- Up to 500 AI-handled calls / month
- AI-assisted phone request capture for staff review
- Callback workflow & intake tracking
- Inbound & outbound fax workflow
Custom
The same core platform, for higher-volume or custom commercial requirements.
Contact us
- Custom AI call volume
- AI-assisted phone request capture for staff review
- Callback workflow & intake tracking
- Inbound & outbound fax workflow
Swipe horizontally to view all plan details.
| Feature | Starter | Professional | Custom |
|---|---|---|---|
| AI call capacity | Up to 200 AI-handled calls / month | Up to 500 AI-handled calls / month | Custom AI call volume |
| Core TrovaDesk platform | Included | Included | Included |
| Inbound & outbound fax workflow | Included | Included | Included |
| Onboarding, configuration & staff training | Included | Included | Included |
Frequently Asked Questions
Answers to common questions about setup, privacy, integrations, and how TrovaDesk works alongside your clinic.
No. TrovaDesk is not an EMR, and it doesn't require you to replace the clinic tools you already use. It supports front-desk work such as capturing requests, managing callbacks, and tracking intake, while staff stay in control.
Not from phone calls. When TrovaDesk's AI handles a call, it creates an appointment request for your staff to review and book. Requests from your clinic's public TrovaDesk booking page also go to staff for confirmation by default. Clinics can choose to auto-confirm eligible online requests. That is a clinic setting, not an AI decision.
Not currently. TrovaDesk does not include a live integration with external clinic software, such as an EMR or booking system. Staff use TrovaDesk to organize and prepare requests alongside the tools they already use. Integrations can be evaluated where the external system provides suitable integration access.
TrovaDesk’s AI assistant identifies itself as an AI assistant during the call. It can also transfer calls to your team according to your clinic’s transfer setup.
The AI can transfer the call to your front desk staff according to your clinic's transfer setup. If a call isn't transferred, the AI can capture an appointment or callback request so your team can follow up.
Yes. Every plan includes inbound and outbound fax workflows. TrovaDesk currently works with SRFax: your clinic connects its own SRFax account, and staff send and manage faxes within TrovaDesk. Fax handling is not AI-powered.
No. We provide a new number that you can use alongside your existing one, or we can help you forward your current number. Number porting is optional. If you choose to port an existing number, the process typically takes 7–10 days.
Implementation timeline depends on clinic workflow and scope. You don't need to train the AI yourself: you share your services, locations, and policies, and we handle technical setup, AI configuration, and staff training.
TrovaDesk is designed with privacy-aware clinic workflows in mind. Patient data is encrypted in transit and at rest, and access is role-based. We work with each clinic to support its compliance program.
TrovaDesk's core application infrastructure and Azure SQL database are hosted in Azure Canada Central, and production backups are stored there as well. TrovaDesk is built for Canadian healthcare workflows and is PHIPA-aligned. Some communication services use third-party providers with separate processing environments. A Data Processing Agreement is available on request.
Ready to Transform Your Front Desk?
Capture calls your team can't answer, reduce front-desk chaos, and give your staff more time for patient care.
Book Your Free Demo
See it in action. 15-minute live demo, no sales pressure.
- No setup fees
- Cancel anytime
- Implementation timeline depends on clinic workflow
- No long-term contract
Front-desk activity
- Phone request summarized for staff review
- Intake form sent by staff
- Callback queued for front desk