Case study
A 5-office Texas specialty group (cardiology and vascular) is replacing 3 of its 4 scheduler roles with Ava.
From December 1, Ava answers all 5 offices 24/7 in English and Spanish, one phone experience for every location, with 1 scheduler kept for exceptions.
$11K+a month off scheduling payroll, on track from December 1 (about $11K to $12K)
Before
- 4 schedulers on payroll, about $15K to $16K a month
- Phones covered during business hours
- After 5 p.m., calls go to voicemail
With Ava, from December 1
- Ava answers all 5 offices, 24/7
- English and Spanish on every call
- One phone experience for every location
- 1 scheduler kept for exceptions, about $4K a month
- SignedAgreement in place for all 5 offices
- BuiltAva set up on their offices, providers and scheduling rules
- Go-liveDecember 1, 2026
- NextThey asked us to take on referrals, insurance and prior authorizations
Why this matters for your surgery center
- Same phonesPatients call after hours and in Spanish. Ava answers every one.
- Same schedulingBooked into real block time, not a message for tomorrow.
- Same pre-op callsArrival, driver and prep, read from your documented instructions.
- Same insurance and auth problemsThe next thing this group asked for: referrals, insurance and prior authorizations.
The group is a cardiology and vascular practice, not a surgery center. Payroll figures are the group's own scheduling payroll, projected from the December 1 go-live.
The numbers
| Before | From December 1 | |
|---|---|---|
| Schedulers on payroll | 4 | 1 |
| Scheduling payroll, monthly | about $15K to $16K | about $4K |
| Phone coverage | Business hours | 24/7 |
| After 5 p.m. | Voicemail | Ava answers |
| Offices on one phone experience | All 5 |