A fixed-price look at where AI and software would take work off your front desk and your phones. Two weeks, one document, ranked with the hours attached. Murrieta is about eighty minutes from the studio, and we come to you.
Murrieta grew fast and it grew around families. Pediatric and dental practices, physical therapy and urgent care, insurance and tax offices, plumbers and electricians and HVAC crews covering California Oaks, Greer Ranch and everything between. Almost all of them run on appointments, and appointments run on a phone that rings all day.
That phone is the whole operation and the whole bottleneck. One or two people at the front handle new patients, reschedules, insurance questions, vendors and walk-ins at the same time. A caller who gets voicemail at eleven in the morning often calls the next practice on the list instead. Nobody has counted how many did that, because counting it would take somebody another afternoon.
We come in and count it. The audit sits with the front desk for a day, follows a new patient or a new job from the first ring to the paid bill, and writes down every point where a person types something a machine already knows. Then it ranks three to five fixes with hours and build cost, names the no-shows and callbacks each one would recover, and lists the parts of your day that should stay exactly as they are.
A dental or therapy practice. Reminders go out by text, confirmations come back by voicemail, and a person reconciles the two every morning. No-shows sit near one in six. The audit puts a dollar figure on those empty chairs, prices a confirmation flow that closes the loop, and checks whether the practice software already includes one.
An HVAC company running six trucks. Dispatch happens by phone and whiteboard, and the owner is the only person who knows which tech can handle which job. We map that knowledge, price the version where it lives in a system instead of in his head, and say which calls still need him on the line.
A family insurance office. Renewals, certificate requests and the same twenty policy questions arrive every week by phone and email. We count them for a month, then price one answer source the staff can pull from, along with guardrails for the answers a licensed agent has to give.
We work with practices and companies that have staff, roughly five to fifty people, with enough volume for a fix to work on. The owner or practice manager needs to give us access to the front desk, since that is where most of the answers live.
Solo operators and two person offices should not hire us yet. There is not enough repeating work to earn back the fee, and ChatGPT Plus, a scheduler and a good template will get you further. We say that before you pay rather than after.
The fee is $1,500, fixed, and you owe nothing further once it is delivered. Murrieta is about eighty minutes from the studio, so we batch the travel: one day on site watching the work, then a live walkthrough of the document, with the rest handled remotely.
This page was drafted from a structured outline and hand-reviewed before launch. The work itself is custom, owner-operated, never templated.
One paragraph about your business is enough. Or just email hola@xala.studio.