When your clinic joins Heron, our team sets up your phone configuration so that calls are answered seamlessly, whether during business hours, after hours, or when your front desk is busy.
Each setup is tailored to your clinic’s existing phone system. This ensures Heron integrates smoothly with your current provider, phone numbers, and patient flow.
Here’s what happens during setup:
Phone Number Assignment → Your clinic receives a Heron phone number. Calls from your existing line are redirected to it when needed (e.g., overflow, after hours).
Routing Configuration → We work with your team — or your MSP if applicable — to ensure calls are routed correctly between Heron and your front desk.
Testing and Verification → Once configured, our team runs test calls to confirm Heron answers, routes, and logs calls as expected.
Final Review → You’ll get a summary of how calls are being handled and instructions for ongoing testing or adjustments.
⚙️ Integration Options
Every clinic’s phone setup is unique. Depending on your system, Heron can connect in one of several ways:
Overflow Routing — Calls ring reception first, and unanswered calls go to Heron.
After-Hours Routing — Heron answers directly when your clinic is closed.
IVR / Menu Routing — Patients can choose to speak with Heron through an option like “Press 3 for our virtual assistant.”
These configurations ensure your patients always reach the right place, even when staff are busy.
🧩 Working with Your Phone Provider
If your clinic uses a PBX, VoIP, or cloud-based phone system, our team will coordinate setup directly with your phone provider or MSP. This guarantees secure call routing and avoids disruptions to your existing workflow.
For smaller clinics without complex systems, Heron can also integrate with standard phone lines through provider-based call forwarding.
✅ What You Can Expect
A seamless setup process guided by Heron’s Customer Success team.
Testing and verification before any live calls are routed.
Clear documentation of how calls move between your team and Heron.
Continuous support — if your phone provider changes or you add new locations, we’ll reconfigure as needed.
👉 Heron takes care of the setup so you don’t have to.
From call routing to after-hours coverage, we make sure your patients are always answered — and your team can focus on care, not configuration.